LSO Admintraining

LSO Administrator Training
Participant Guide
LSO Administrator Training: Participant Guide

Human Resource Development | 717.787.3813
LSO Administrator Training

Participant Guide
Table of Contents
Module 1: Introduction ............................................................................ 4

Module 2: LSO Overview Page ................................................................. 8
Module 3: Creating Agency Course Groups ............................................ 11
Module 4: Creating/Changing Course Types .......................................... 14
Module 5: Creating/Canceling Courses .................................................. 23
Module 6: Managing Participation for Learners...................................... 29
Module 7: Viewing/Printing Course Rosters .......................................... 34
Module 8: Following Up Courses ............................................................ 36
Module 9: Creating Curriculums and Programs ...................................... 39
Module 10: Creating After-the-Facts (ATFs) .......................................... 47
Module 11: Creating/Managing Locations and Rooms ........................... 50
Summary ............................................................................................... 53
Module 1: Introduction
Welcome to LSO Administrator training. This course is intended for agency
administrators assigned one of the following roles:
Training Administrator
Course Administrator
For purposes of this training, all participants have been assigned the Training
Administrator role, which provides additional access and functionality in LSO.
We will highlight the differences between the two roles throughout the
training when appropriate. Please consult with your agency training officer to
confirm the role you have been assigned for the actual live LSO, scheduled
to launch in January 2013.
Course Objectives
After completing this course, you will be able to:
create Course Groups
create Course Types
create/cancel courses
manage participation for learners
view/print course rosters
follow up courses
create curriculums and programs
create after-the-facts (ATFs)
create/manage locations and rooms
Accessing the Administrator Portal

To access the Administrator Portal in the LSO test environment:
1.
Log in to the network using the training login/password provided to

you with your participant guide.
Ex. pmotrain01/train$01
PLEASE DO NOT USE YOUR CWOPA ID TO LOG IN.
Open Internet Explorer.
Click the Favorites link at the top of the window.
Select SAP NetWeaver Portal from the Favorites list.
Logon page appears.
Enter your personnel number in the User field.
Ex. P00647000
Note: You must include P and two zeroes as the prefix.
Enter Imagine#1 in the Password field.
Note: The password is case sensitive.
Click the Log On button.
ESS Home page appears.
Click the LSO tab at the top of the page.
LSO Overview page appears.
2.
3.
4.
5.
6.
7.
8.
To access the Administrator Portal in the live LSO:

1.
Go to www.myWorkplace.state.pa.us
ESS Home page appears.
Click the LSO tab at the top of the page.
LSO Overview page appears.
2.
Notes
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
Overview of Basic LSO Course Structure

LSO Course Groups=Folders/Subfolders
Course Groups in LSO are containers in which Course Types and courses are
held. They act as folders and subfolders in the system.
LSO Course Types=Course Masters

A Course Type in LSO contains information that is consistent for all scheduled
course sessions. Information entered in the Course Type transfers to all
associated courses.
LSO Courses=Scheduled Offerings

Courses in LSO are the actual training sessions you will offer. They have a
date, time and location, and may have additional resources assigned to them.
Configuring Your Settings

To ensure that you can create Course Groups, Course Types, and courses for
future dates, and view additional information in the Course Catalog:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Click the Courses link.

Click the Course link.
Click the Dynamic Course Menu link.
Click the Change Settings icon.
Change User Defined Settings pop-up window appears.
Change the To date in the Dynamic Menus tab, Course Menus
subtab.
Note: Recommended setting for To is the end of the calendar
year. Please keep in mind as the end of the year approaches, you
will need to adjust this date to schedule courses for the beginning
of the next calendar year.
Click the Master Data tab.
Change the From and To dates.
Note: Required setting: From 01/01/1900; To 12/31/9999
Click the Views tab.
Check all available check boxes.
Click the Save icon.
Click the Filter tab.
Select the All radio button for each option.
Module 2: LSO Overview Page

The LSO Overview page contains the Worklist of Courses and Booking,
Prebooking, and Waitlist Monitor sections.
The Worklist of Courses section has two categories in the Active Queries
subsection:
Courses: Courses currently scheduled. You can search for courses using
different parameters (This Week, Next 2 Weeks, This Month, Next
Month) by clicking the appropriate link.
Course Follow-up: Past courses that have been completed and are
awaiting follow-up. You can search for courses using different
parameters (Last 2 Weeks, Last Month) by clicking the appropriate link.
You will see a numeric count in the link if courses are scheduled or
awaiting follow-up in the above timeframes.
After clicking a timeframe link, a corresponding course list will appear.
Later in this course, we will review how to use the Worklist of Courses
section to perform some of your administrative tasks.
The Booking, Prebooking, and Waitlist Monitor section has four
Bookings links in the Active Queries subsection:
Too low bookings - 3 months: Allows you to view courses scheduled
for the next three months that have not yet exceeded the minimum
number of participants.
Course Capacity Reached - 3 Months: Allows you to view courses
scheduled for the next three months that reached the maximum number
of participants.
Too high Prebookings - 9 Months: Allows you to view courses over
the next nine months that have a high number of prebooked
participants.
Too many waitlist bookings - 9 months: Allows you to view courses
scheduled for the next nine months that have exceeded the maximum
number of waitlist participants.
You will see a numeric count in the link if there are courses that meet
the above criteria.
After clicking a link, a corresponding course list will appear.
Note: Numeric counts will initially default to zero (0) the first time you
enter the Overview page. You must individually refresh each link at least
one time to generate the accurate count.
2.1 LSO Overview Screen
From the Booking, Prebooking, and Waitlist Monitor section, you can
export a list of courses to Excel format, or view/print a sign-in roster for a
specific course.
To export a list of courses to Excel format:
1. Click the appropriate booking link.
A list of courses appears.
2. Click the Export button.
3. Click Export to Microsoft Excel.
To view/print a sign-in roster for a specific course:
1. Select a course from the list by clicking the box left of the
course title.
The course row is highlighted and the Print Sign-In Roster
button is activated.
2. Click the Print Sign-In Roster button.
The course roster appears in a separate window.
3. Hover your cursor over the course roster.
An Adobe task bar appears.
4. Click the Print file icon.
Activity
Check mark each task after completing.
Refresh each link in the Active Queries sections to generate a count/list.
Note: You will only have to do this one time. The counts/lists will display
after refreshing the first time.
Click the Too low bookings - 3 months link in the Booking,
Prebooking, and Waitlist Monitor section.
Export a list of courses to Excel.
Select a course that has bookings and view the Sign-In Roster.
Hover your cursor over the roster to make the Adobe task bar appear.
Locate the Print file icon. DO NOT ACTUALLY PRINT.
10
Module 3: Creating Agency Course Groups

LSO Course Groups=Folders
Course Groups in LSO are containers in which Course Types and courses are
held. They act as folders and subfolders in the system.
In the live LSO, agency administrators will be able to create Course Groups
(subfolders) at the third tier of the catalog structure and below.
NOTE: This only can be performed by users with the Training Administrator
role.
Catalog-First Tier-Agency and Enterprise Course Groups (Folders)-Locked
Catalog-Second Tier-Agency and Enterprise Course Groups(Subfolders)Unlocked
To create agency Course Groups (subfolders) at the second tier of the catalog
and below, use the following procedure:
1.
2.
3.
4.
5.
Click the Catalog link.

Click the Manage Catalog Structure link.
Locate your agency folder.
Right click on the folder.
A pop-up menu appears.
Click Create Level Lower.
A Relationship pop-up window appears.
11
6.
Double click Course Group.

Create Course Group: Data Screen appears.
3.1 Create Course Group: Data Screen
7.
8.
9.
10.
11.
12.
Complete the Abbreviation and Name fields using the following

naming conventions:
Abbreviation: agency number + abbreviation of subfolder
name
Example: 81ADMIN
Note: This must be unique.
Name: Folder name
Example: Courses for Administrators
Notes: Character limitation for abbreviations:12
Character limitation for names: 40
Click the Further Information tab.
Click the Create icon left of Cust. Att. for Course Grp.
Change Cust. Att. for Course Grp screen appears.
Enter your agencys Business Area number.
Notes: You can also add additional agency Business Area
Numbers if you would like those agencies to have access to
the Course Group.
To make the Course group available to all agencies, check
the Available to All Business Areas box.
Click the Save icon again.
Agency Course Group (subfolder) has been created.
12
Activity
Locate your agency Course Group (folder).
Create an agency Course Group (subfolder) within your agency folder.
Use your agency name, initials and T3 to name the subfolder.
Example: Health AY T3
Write down the abbreviation/name of the subfolder you just created.
You will be using this subfolder throughout the training.
13
Module 4: Creating/Changing Course Types

LSO Course Types=Course Masters
A Course Type in LSO should contain information that is consistent for all
scheduled course sessions. Information entered in the Course Type transfers
to all associated courses.
role.
Well cover how to create Course Types for the two most common delivery
methods:
Classroom
Web-based training
Classroom
1. Click the Catalog link.
2. Click the Create Course Type link.
Course Type: Initial Screen appears.
3. Click the Create icon.
Delivery Method pop-up window appears.
4. Double click on Classroom Training.
Create Course Type: Data Screen appears.
4.1 Create Course Type: Data Screen
14
5. Complete the Abbreviation and Name fields using the following naming
conventions:
Abbreviation: agency number + abbreviation of Course Type
name
Example: 81EFFWR
Name: Course Type name
Example: Effective Writing
6. Click and complete the following tabs:
a. Description
Enter information in the following subtabs:
Course description
Course objectives
Additional course info
Course category
Old Course name
ADA Information
b. Main schedule model
Select a schedule or manually create a schedule.
Note: This can be changed at the Course level.
c. Capacity
Complete the Minimum, Optimum and Maximum
capacity fields.
Notes: These values can be changed at the course
level.
Waitlist will be created after Optimum number is
surpassed.
d. Prices
Complete the Internal and External price fields, if
necessary.
e. Course Type Info
Include in brochure
No Intranet
Booking option
f. Relationships
Select the Course Group (subfolder) the Course
Type belongs to by searching in the ID rel. object
field. THIS IS VERY IMPORTANT! You must
change the default Course Group to the appropriate
agency Course Group here.
Select necessary resources (i.e. Classroom,
Instructor)
Add Qualifications, if appropriate.
g. Validity period
Complete the Years and Months fields, if applicable.
15
h. Further information
Cust. Att. For Hrs & CEU section:
Check self-booking indicator.
Add training hours and CEU information.
Workflow section
Turn off workflow (no approval required).
4.2 Display Workflow Settings Screen

Settings for Turning Off Workflow
Note: You must click the Save icon when in this tab to save changes.
7. Click the Save icon.
Green checkmark and Business Type Event (Abbreviation
Name) was created message appears.
16
Web-Based Training
2. Click the Create Course link.
Delivery Method pop-up window appears.
4. Double click on Web-Based Training.
Create Course Type: Data Screen appears.
5. Complete the Abbreviation and Name fields using the following naming
conventions:
Abbreviation: agency number + abbreviation of Course Type
name
Example: 81ETHICS
Name: Course Type name
Example: Ethics for Employees
6. Click and complete the following tabs:
a. Course Type Content
This is where you create a relationship to your web-based
content, which has already been imported through the LSO
Authoring Environment, with the Course Type.
I.
Click the Search icon in the Content Type field.
Course Content Type pop-up window appears.
II.
Click the green checkmark.
Course Content Type window appears.
III. Double click the web-based content you want
associated with this course.
17
b. Completion Specification
Complete all applicable fields.
Follow-up options should be kept at default settings.
4.3 Create Course Type: Data Screen

Completion Specifications Tab
c. Description
Enter information in the following subtabs:
Course description
Course objectives
Additional Course info
Course category
Old Course name
ADA Information
d. Prices
Complete the Internal and External price fields, if necessary.
e. Course Type Info
Include in brochure
No Intranet
Booking option
18
f. Relationships
Select the Course Group (subfolder) the Course
Type belongs to by searching in the ID rel. object
field. THIS IS VERY IMPORTANT! You must
change the default Course Group to the appropriate
agency Course Group here.
Add Qualifications, if appropriate.
g. Validity period
Complete the Years and Months fields, if applicable.
h. Further information
Check self-booking indicator.
Add training hours and CEU information.
Add link to accessible version of WBT.
Note: You must click the Save icon when in this field to
save changes.
Green checkmark and Business Type Event (Abbreviation
Name) was created message appears.
Notes
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
19
Changing Course Types

You can change/add information to existing Course Types by using the
following procedure:
2. Click the Create Course Type link.
3. Type or search for the abbreviation of the Course Type you wish to
change in the Course Type field.
4. Click the Change icon (pencil).
Maintain Object screen appears.
Note: Information already exists for an Infotype if a green
checkmark is right of the Infotype name.
4.4 Maintain Object Screen
20
To change existing information:

1. Click the box left of the Infotype you wish to change.
The Infotype row is highlighted.
2. Click the Change Infotype icon (pencil).
Change screen appears.
3. Change information.
To add information:
1. Click the box left of the Infotype you wish to add.
The Infotype row is highlighted.
2. Click the Create Infotype icon (paper).
Create screen appears.
3. Add information.
Delimiting Course Types
Before delimiting, review the Course Type in the Dynamic Course menu to
ensure there are no future courses scheduled.
To delimit, or make a Course Type inactive:
1.
2.
3.
4.
5.
6.
7.
8.

Click the Manage Catalog Structure link.
Locate the Course Type in the catalog.
Right click on the Course Type.
Click Delimit.
Delimit Object pop-up window appears.
Enter a date in the Delimitation Date field.
Note: DO NOT CHECK THE HISTORICAL RECORD BOX.
Click the Delimit (Enter) icon.
Warning pop-up appears.
Click Yes.
If you would simply like to hide the course from learners without losing any
information, you can use the Change Existing Information procedure listed
above and check the No Intranet box in the Course Type Info tab.
21
Activity
Create a Course Type named LSO T3 Test Course (Initials)
Example: LSO T3 Test Course AY
Make sure you set the relationship to the subfolder you created during
the last activity.
Locate the Course Type you just created and make changes to the
Description field.
Save your changes.
22
Module 5: Creating/Canceling Courses

LSO Courses=Scheduled Offerings
Courses in LSO are the actual training sessions you will offer. They have a
date, time and location, and may have additional resources assigned to them.
Creating a Course
1. Click the Courses link.
2. Click the Course link.
3. Click the Schedule a Course Date link.
Create Course Date screen appears.
4. Click the black arrow left of your agency Course Group.
Agency Course Groups (subfolders) appear.
5. Continue to drill down in the catalog until the Delivery Method
displays.
6. Click the box left of the Course Type name.
The Course Type row is highlighted.
7. Click the Start button.
The Schedule a Course Date-Create Course Date screen appears.
5.1 Schedule a Course Date-Create Course Date Screen
23
All of the information included in the Course Type transfers to the course. You
can change this information at the course level, if necessary.
The Schedule a Course Date-Create Course Date screen contains 10 tabs.
Lets review what is included in each tab and some of the more important
fields in each.
Note: A red asterisk indicates a required field.
Basic Data
The Basic Data tab has five sections:
General-Includes the course name, short name, and assigned Course Group.
Important fields:
Location-This is where you actually choose the location to hold the
class. You can click the icon in the Location field to search.
Booking-Defaults to the booking option you chose at the Course Type
level. You can change for this specific session by using the drop-down.
Schedule-Defaults to todays date as start date and adopts schedule entered
at Course Type level. You can enter new information by clicking the Change
Schedule button. You can also check/uncheck the Course Self-Booking
Indicator box and add/edit training hours.
The Description, Price, and Capacity sections contain the same information
entered at the Course Type level. You can change the information here, if
necessary.
Rooms and Materials
If rooms are associated with the location, you can click the Allocate
Automatically button to assign a specific room for the course.
Instructors
Use this tab to assign an instructor to the course.
Note: Searching by Person and using a personnel number is the most
effective way to search for an instructor.
Qualifications and Target Groups
Qualifications added at the Course Type level will appear here. You can add
additional qualifications, if necessary.
Prices and Costs
Prices added at the Course Type level will appear here. You can change the
price and cost information for this specific course in this tab.
24
Links
Any associated links added at the Course Type level will appear here. You can
add additional links in this tab.
Control Parameters
Contains a list of notifications that will be sent based on actions taken in this
course.
Contacts
Contacts added at the Course Type level will appear here. You can add
additional contacts for this specific course in this tab.
Status Overview
Shows the overall status of the course.
Participants
This tab is updated when participants begin to book into the course.
After you have updated the information in the tabs, click the Save button.
You will receive a confirmation message, Course Created.
Setting Earliest Possible/Latest Possible Booking Dates
After your course has been created and saved:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Search for the course in the catalog.
Right click on the course.
Pop-up menu appears.
Click Change from the pop-up menu.
Change Course screen appears.
Scroll to the bottom of the Change Course page.
Scroll to the Cust. Attr. For Course row in the Overview
section.
Click the Create (paper) icon in the Cust. Attr. For Course row.
Enter Earliest Possible and Latest Possible booking dates in the
appropriate fields.
25
Changing Courses
You can change/add information to existing courses by using the following
procedure:
3. Click the Change Course link.
Change Course Date screen appears.
4. Search the course catalog to find the course.
5. Click the course title link.
6. Click the Start button.
7. Make necessary changes to the course.
8. Click the Save button.
Canceling Courses
NOTE: Please cancel individual participation before canceling the course.
3. Click the Dynamic Course Menu link.
Dynamic Course Menu screen appears.
4. Click through the course catalog to find the course.
5. Right click on the course you wish to cancel.
6. Click Firmly Book/Cancel.
26
Firmly Book/Cancel Course screen appears.
5.2 Firmly Book/Cancel Course Screen
7.
8.
9.
10.
Select the Cancel event radio button.

Click the Data Screen button.
Note: If participants are booked in the course, the
Rebook/Prebook screen appears. If there are other future
courses scheduled, the participants will appear on the
Rebook list. If there are no future courses scheduled, they
will appear on the Prebook list. Click the Save icon to
rebook/prebook participants.
Reason for Cancellation pop-up window appears.
Select a reason for cancellation.
Course was successfully cancelled message appears.
27
Activity
Create a course using the Course Type you created during the last
activity.
Cancel the course you just created.
Create a new course associated with the same Course Type.
28
Module 6: Managing Participation for Learners

You can book, prebook , and cancel course participation for learners.
To initially book learners into a course:
1.
2.
Click the Participation link.

Click the Manage Participants link.
Manage Participants screen appears.
6.1 Manage Participants Screen
3.
4.
5.
6.
7.
8.
9.
Search for the person or organizational unit.

Click the right black arrow to move participants from the
Available section to the Selected section.
Click the Next button.
Click the Book New Course for All button.
Search for the desired course.
Note: You can search for the course using the Course
Catalog or a Keyword search.
Select the desired course by clicking the box left of the course
title.
The course row is highlighted.
29
10.
11.
Click the Book button.

Participation was successfully booked message appears.
Note: You can book additional courses for the same group of
participants by clicking the Book New Course for All
button.
Click the Next button to confirm.
You can also manage courses that already have booking activity by using the
Manage Course Participations link . Another way to do this is through the LSO
Overview screen, which we reviewed at the beginning of this course.
From the LSO Overview, Worklist of Courses section, Active Queries
subsection:
1. Click the appropriate timeframe link.
2. Scroll to find the course that you would like to manage.
3. Click the box left of the course name.
4. Click the Manage Participation button.
Manage Course Participations screen appears with Booked
Participants tab information displayed.
6.2 Manage Course Participations Screen
30
There are four tabs available:

Booked Participants-Allows you to book participants or change participant
statuses for learners.
Cancelled Participants-Allows you to change the participant statuses of
learners who have previously canceled participation.
Prebookings-Allows you prebook additional learners and change the
participant statuses of learners who have previously prebooked.
Waitlist-Allows you to add learners to the waitlist or change the participant
statuses of learners who are already on the waitlist.
What is an Essential Booking?
An Essential Booking is similar to what we refer to as a Forced Enroll.
Administrators have the option to perform an Essential Booking when the
course has reached the optimum number of participants.
What is a Mandatory Assignment?
A Mandatory Assignment is course assigned to an employee by a supervisor
or training administrator. Please do not confuse these with mandatory
trainings issued by the Office of Administration. You can assign these courses
with a To be taken by date. Once assigned, these courses will appear in the
employees Messages and Notes section of the My Training Homepage. The
employee is then responsible for actually booking the course.
To assign a mandatory course:
1.
2.

Click the Manage Mandatory Assignments link.
Manage Required Courses screen appears.
6.3 Manage Required Courses Screen
31
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Select the participant(s).

Note: You can select by Person, Organizational Unit,
Job, Role, or Position.
Participants appear in the Available section.
Click Move Selected (Right Arrow) or Move All (Double
Right Arrow) to move participants to the Selected section.
Participants appear in the Selected section.
Participants appear in the Selected People, Org Units,
or Positions section.
Click the Select New Required Course button.
Search for the desired Course Type.
Note: You can search for the Course Type using the
Course Catalog or a Keyword search.
Select the desired Course Type by clicking the box left of
the course title.
The Course Type row is highlighted.
Enter the Start and End dates.
Note: The End date represents the To be taken by
date.
Click the Assign button.
Participants appear in the Selected People, Org Units,
or Positions section.
Note: You can assign another course to participants by
clicking the Select New Required Course button and
repeating steps 7-12.
New Assigned Required Courses screen appears.
Review for accuracy. If you need to make changes, click the
Previous button.
Activity was completed successfully message
appears.
32
Activity
Book participants into the course you created in the earlier activity.
Cancel participation for learners in the same course.
Prebook participants into the same course.
Locate your assigned training course and add participants to the
waitlist.
Assign a mandatory course to a learner.
33
Module 7: Viewing/Printing Course Rosters

You can view and print sign-in rosters for your agency courses.
If you would like detailed information about attendees, the Student
Information Roster may suit your needs.
To view/print/export the Student Information Roster:
1.
2.
3.
4.
5.
6.
7.
Click the LSO Reporter link.

Click the Student Information Roster link.
Search for the course.
Select the course.
Click the Get Participants button.
Click the Print Version button to print the roster
OR
Click the Export button to export to Microsoft Excel.
Note: You must manually clear the Object ID field to search for another
course.
You can also print a simple sign-in roster for a course. A convenient way to do
this is through the LSO Overview screen, which we reviewed during the last
module.
subsection:
1. Click the appropriate timeframe link.
2. Scroll to find the course.
3. Click the box left of the course name.
4. Click the Print Sign-in Roster button.
The sign-in roster appears in a separate window.
5. Hover your cursor over the roster.
Adobe task bar appears.
6. Click the Printer icon.
34
Activity
Locate the course you created earlier.
View the Student Information Roster for your course.
Locate the Print Version button. DO NOT ACTUALLY PRINT.
Export the roster to Excel.
35
Module 8: Following Up Courses

Administrators can give credit for completing courses, also known as course
follow up.
Use the following procedure to follow up courses using the Worklist of
Courses. You can also go directly to the Manage Course Follow Up link to
search for and follow up courses.
subsection:
1.
2.
3.
4.
Click the appropriate timeframe link in the Course Follow Up

section.
Scroll to find the course that you would like to manage.
Click the box left of the course name.
Click the Follow Up button.
Course Follow-Up screen appears.
8.1 Course Follow-Up Screen
5.
Select the attendance of participants by selecting Present or

Absent in the Attendance column.
Notes: If everyone attended, click the All Present button at
the bottom of the page.
Do not select the option Unconfirmed.
36
6.
7.
8.
9.
10.
11.
12.
13.

Evaluate participants by selecting Course Passed or Course
Failed in the Participant Assessment column.
Notes: If everyone passed, click the All Passed button at
the bottom of the screen.
Do not select the option Not Rated.
If Course Failed is selected, select a Reason For Not
Passing.
If appropriate, you can manually enter a numeric grade in
the Grade column.
Assign a proficiency level to assigned qualifications, if necessary.
Check the Flag course as followed-up when saving data box.
Review information.
If the information is inaccurate, click the Previous button
to make necessary corrections.
Your course follow-up was saved message appears.
Note: If you would like to confirm that the course was
actually followed up, click the Refresh link in the lower right
corner of the Worklist of Courses and scroll to the far right.
A checkmark should appear in the Course Followed Up
column.
Notes
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
37
Activity
Locate your assigned training course.
Follow up the course using different attendance and evaluation options.
38
Module 9: Creating Curriculums and Programs

If you would like participants to complete a series of courses related to a
specific topic or job, you should consider creating curriculums or programs in
LSO.
Programs and curriculums are very similar. Both allow you to assign a series
of courses that must be completed by the participant; however, programs are
more flexible than curriculums in terms of how and when the courses are
booked and completed.
Curriculums are set up to book participants directly into specific courses
associated with the curriculum in a specific sequence. A good example of
when a curriculum could be used is the Leadership Development Institute
(LDI) managed by the Office of Administration. There is a set group of
participants; there is one training session per month for a year. The
participants are finished with the curriculum at the end of the year.
Programs are usually set up with more flexibility in terms of when participants
book and complete the associated courses. Programs can be used to
encourage participants to take a variety of related courses over an extended
period of time.
Participants book curriculums. They subscribe to programs. Once booked into
a curriculum, the participant is automatically booked into all courses
associated with the curriculum. Depending on how the program is set up, the
participant will be able to reference the program course list after subscribing,
and will have the opportunity to self-book the associated courses.
To create a Curriculum Type:
role.
1.
2.
3.
4.

Click the Create Curriculum Type link.
Click the Create icon.
Complete the Abbreviation/Name fields using your agency naming
convention.
5. Enter information in the tabs.
Note: This is similar to the information you added when creating a
Course Type.
Processing Type pop-up window appears.
39
7. Click the Create Curriculum Type Elements button.

Change Curriculum Type Elements screen appears with
Elements with Sequence Rules and Elements without Sequence
Rules sections.
Note: Scheduled courses associated with a curriculum should be
added in the Elements with Sequence Rules section. Web-based
training may be added in the Elements without Sequence Rules
section.
9.1 Change Curriculum Type Elements Screen
8. Click the Insert Row (plus sign) icon to add the first course type.
Note: Continue adding Course Types to the curriculum by clicking
the Insert Row icon.
The course types you add to the curriculum must have scheduled
future dates.
The curriculum elements were saved message appears.
40
The next thing youll do is schedule the curriculum to make it available for
booking:
3. Click the Schedule Curriculum link.
Curriculum Maintenance screen appears.
4. Enter the Curriculum Type.
6. Click the box left of the course in the Course section.
7. Click the Next button.
Note: Continue to do this for all courses associated with the
curriculum.
Curriculum was saved message appears.
To book learners in a curriculum:
1.
2.
3.
4.
5.
6.
7.
8.
9.

Click the Dynamic Participation Menu link.
Search for the Curriculum.
Drill down to the level where you see the scheduled dates.
Right click on the curriculum dates
Click Book.
Book Participation: Data pop-up window appears.
Search for the person.
Click the Book button.
Select Curriculum Elements pop-up window appears.
Curriculum was booked message appears.
41
To follow up a Curriculum:
1.
Click the Courses link
2.
Click the Course link
3.
4.
Find the Curriculum
5.
Right click on the Curriculum
6.
Click Follow Up
Follow Up Participation screen appears
7.
Complete the following fields for each participant:
Confirmed
Pass
Follow Up
8.
9.
Click the Continue icon.
Qualifications will be transferred, if applicable.
10.
11.
Click To Save icon.
12.
42
To create a Course Program:

role.
1.
2.
3.
4.
5.
6.
7.

Click the Create Course Program link.
Course Program: Initial Screen appears.
Click the Create icon.
Complete the Abbreviation/Name fields using your agency
naming convention.
Enter information in the tabs.
Note: This is similar to the information you added
when creating a Course Type.
VERY IMPORTANT: You must manually select
English as the language in the Further Information
tab, Course Info section. Then, you must click the
Save icon in this section before proceeding.
Processing Type pop-up window appears.
Click the Manage Course Program Block button.
Change Course Program Blocks screen appears.
9.2 Change Course Program Blocks Screen
43
8.
9.
10.
11.
12.
13.
14.
15.
Click the Insert Block icon.

Change Course Program Blocks pop-up window
appears.
Enter the object abbreviation and name in the appropriate
fields.
Click the box left of the block name.
The block row is highlighted.
Click the Edit Block icon.
Change Course Program Block Elements screen
appears.
Click the Insert Element (plus sign) icon to add Course
Types or curriculums.
Note: Continue adding Course Types or curriculums by
clicking the Insert Element icon.
Course Program Block Elements were saved
message appears.
To subscribe learners to Course Programs:

1.
2.
3.
4.
5.
6.
7.
8.

Click the Dynamic Participation Menu link.
Search for the Course Program.
Right click on the Course Program
Click Subscribe.
Subscribe to Course Program screen appears.
Select the language as English.
Search for the person.
Click the Subscribe button.
Course program was subscribed message appears.
44
To follow up a Course Program:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Follow up each individual course in the Course Program

using the standard follow up procedure.
Click the Courses link
Click the Course link
Find the Course Program
Right click on the Course Program
Click Follow Up
Follow Up Participation screen appears
Complete the following fields for each participant:
Confirmed
Pass
Follow Up
Qualifications will be transferred, if applicable.
Click To Save icon.
45
Activity
Create a Curriculum Type.
Make sure to set the relationship to the agency subfolder you created.
Schedule the Curriculum.
Book a person into the Curriculum you just created.
Create a Course Program.
Make sure to set the relationship to the agency subfolder you created.
Subscribe a person to the Course Program you just created.
46
Module 10: Creating After-the-Facts (ATFs)

After-the-Facts should be created when learners complete courses that are
not listed in your LSO agency training catalog. Out Service Training and
training certifications verified by your agency administrators are examples of
these types of records. ATFs will appear on learners commonwealth training
transcripts.
The ATF creation process is actually three steps rolled into one(create the
course, book learners, and follow up the course).
ATF courses must be processed for a past date to allow the follow up process
to work properly.
Before creating your first ATF, you must have at least one Course Type
associated with your agency catalog for both Out Service Training and
Administrator Confirmed Record.
Note: Start Date must be backdated in the Course Type: Initial Screen when
creating Course Types for ATFs.
To create an ATF:
1.
2.
3.

Click the Create ATF link.
LSO After Fact Processing screen appears.
10.1 LSO After Fact Processing Screen
47
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Select the Out Service Training or Admin Confirmed Record

radio button.
Select a Course Type.
Enter the training location.
Enter the course name.
Enter the training dates.
Enter the course fee, if applicable.
Add qualifications, if applicable.
Add attendees.
Enter the following information for each attendee:
Grade(if applicable)
Pass/Fail
Reason for Fail (if applicable)
Education Unit Type
Unit Value
Credit Hours
Actual Hours
Course was successfully followed up pop-up window
appears.
Notes
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
48
Activity
Create Out Service Training and Administrator Confirmed Record Course
Types in the agency subfolder (ex. Health AY T3) you created earlier.
Create ATFs for both Out Service Training and Administrator Confirmed
Record.
49
Module 11: Creating/Managing Locations and Rooms

role.
To create a new location:
1. Click the Locations link.
2. Click Manage Locations link.
Create Location: Data Screen appears.
11.1 Create Location: Data Screen
4. Complete the Abbreviation/Name fields using the standard naming

convention.
Example: 333MKTST/HRSBRG: 333 Market St.
5. Complete the Description, Address and Further Information tabs.
Business event location was created message appears.
50
To create a room and assign it to a location:

1. Click the Locations link.
2. Click Manage Rooms link.
Create Room: Data Screen appears.
11.2 Create Room: Data Screen
4. Complete the Abbreviation/Name fields using the standard naming

convention.
Example: ConfA/Conference Room A 13th Floor
5. Complete the Description, Address, Capacity and Further Information
tabs.
6. Click the Relationships tab.
7. Search for and select the Location for the room.
8. Search for and select the Resource type(i.e. Classroom).
Resource was created message appears.
51
Activity
Create a new location.
Use the naming convention Building T3 Initials.
Example: Building T3 AY
Create a new room associated with the location you just created.
Use the naming convention Room T3 Initials.
Example: Room T3 AY
52
Summary
Congratulations! You successfully completed the LSO Administrator training.
You are now able to:
create Course Groups
create Course Types
create/cancel courses
manage participation for learners
view/print course rosters
follow up courses
create curriculums and programs
create after-the-facts (ATFs)
create/manage locations and rooms
If you have any questions about LSO, or this training, please contact your
agency training officer.
53

LSO Admintraining

Încărcat de

Informații document

Drepturi de autor

Formate disponibile

Partajați acest document

Partajați sau inserați document

Opțiuni de partajare

Vi se pare util acest document?

Este necorespunzător acest conținut?

Drepturi de autor:

Formate disponibile

LSO Admintraining

Încărcat de

Drepturi de autor:

Formate disponibile

LSO Administrator Training

LSO Administrator Training: Participant Guide

LSO Administrator Training

Module 1: Introduction ............................................................................ 4

create Course Groups

create Course Types

manage participation for learners

view/print course rosters

create curriculums and programs

create after-the-facts (ATFs)

create/manage locations and rooms

Accessing the Administrator Portal

Log in to the network using the training login/password provided to

To access the Administrator Portal in the live LSO:

Overview of Basic LSO Course Structure

LSO Course Types=Course Masters

LSO Courses=Scheduled Offerings

Configuring Your Settings

Click the Courses link.

Module 2: LSO Overview Page

2.1 LSO Overview Screen

Module 3: Creating Agency Course Groups

Catalog-First Tier-Agency and Enterprise Course Groups (Folders)-Locked

Catalog-Second Tier-Agency and Enterprise Course Groups(Subfolders)Unlocked

Click the Catalog link.

Double click Course Group.

3.1 Create Course Group: Data Screen

Complete the Abbreviation and Name fields using the following

Module 4: Creating/Changing Course Types

4.1 Create Course Type: Data Screen

4.2 Display Workflow Settings Screen

4.3 Create Course Type: Data Screen

Changing Course Types

4.4 Maintain Object Screen

To change existing information:

Click the Catalog link.

Module 5: Creating/Canceling Courses

5.1 Schedule a Course Date-Create Course Date Screen

Click the Courses link.

Firmly Book/Cancel Course screen appears.

5.2 Firmly Book/Cancel Course Screen

Select the Cancel event radio button.

Module 6: Managing Participation for Learners

Click the Participation link.

6.1 Manage Participants Screen

Search for the person or organizational unit.

Click the Book button.

6.2 Manage Course Participations Screen

There are four tabs available:

Click the Participation link.

6.3 Manage Required Courses Screen

Select the participant(s).

Module 7: Viewing/Printing Course Rosters

Click the LSO Reporter link.

Module 8: Following Up Courses

Click the appropriate timeframe link in the Course Follow Up

8.1 Course Follow-Up Screen

Select the attendance of participants by selecting Present or

Click the Next button.

Module 9: Creating Curriculums and Programs

Click the Catalog link.

7. Click the Create Curriculum Type Elements button.

9.1 Change Curriculum Type Elements Screen

Click the Participation link.