Found on the Learning Library

Booked - The learning activity has been selected to your development plan, but not yet started. It may be an in-person class or a webinar that has not yet happened, or an online learning activity has not yet begun.

In Progress - The learning activity is currently in process, usually an online learning activity that you are in the middle of completing.

Suggested - The learning activity has been suggested by your supervisor to take. May be mandatory.

Complete - The learning activity has already been completed by you. You are welcome to revisit the learning activity or book into it again.

Recommended - The learning activity is recommended by other learners or because others who have taken similar learning activities to you have also taken this learning activity.

Found on your Development Plan

Mandatory - The learning activity is required to be completed by either your supervisor or the university. Usually accompanied by a due date.

Attended - The learning activity has been marked as attended by the instructor.

Did Not Attend - The learning activity has been marked as not attended by the instructor. Re-book this learning activity to participate.

Attendance Pending - This learning activity was marked by you as done but has not had instructor verification yet. Once the instructor verifies attendance, it will indicate as either Attended or Did Not Attend on your Development Plan.

1. Locate the navigation bar at the top of the screen and select About me then select Development Plan.
2. This screen provides information on learning activities that you have in progress, upcoming, completed, pending appproval and shared with you. Select the relevant tab. Under the In Progress/Upcoming tab, learning activities can be in progress, booked, suggested or on a wait list. Suggested activities can be added by selecting the title, View Learning Activity, then selecting Add to plan then Book. The tab, Completed, lists all completed learning activities. Within the Pending approval tab, it contains learning activities requested that require approval by the instructor or other governing body in either Pending Approval or Declined status. The final tab, Shared with me, provides a list of learning activities recommended to you by colleagues and peers. At the bottom of your development plan, there are two editable sections on your career goals. To add new information or edit existing, select the Edit button on the right side and add the relevant information. After editing the information, select Submit on the upper right of the text box.
3. To add more learning activities to your development plan, select Explore Library to use the Learning Library or Explore Events to add by the Learning Calendar.
4. Once in the Learning Library or Learning Calendar, select the learning activity by the title to add to your development plan.
5. Add to your development plan by selecting Add to Plan at the bottom of the learning activity and selecting from the drop-down Book (which adds to your plan without a specific time), Mark as In Progress or Mark as Done if you've already begun or finished the learning activity.

Search by the Learning Library

Locate the navigation bar at the top of the screen and select the drop-down My Development. Then select Learning Library. This will bring up all the learning activities in the Learning Library.

Search by the Learning Calendar

To search for a specific date, locate the navigation bar at the top of the screen and select the dropdown My Development. Then select Learning Calendar. This will bring up all the learning activities that have specific times associated with a learning activity in a monthly calendar format beginning with the current month. Prior learning activities are grayed out.

NOTE: This is only for learning activities that have a date and time associated.

Hovering over the learning activity will provide additional information on the learning activity including how many seats are left. By selecting the title, it will bring you to the learning activity registration page.

Search by Search Bar or Filters

In both the Learning Library and the Learning Calendar, there is the option to search by the search bar or through the drop-down filters located at the top of the page under the main navigation bar. The search bar on the right can be used to search by title, keyword, type of activity or competency. Type the search term into the space that states Search Title, Type or Competencies and press enter or the magnifying glass icon to the right of the search bar.

To use the filters on the bar below the search bar, select the drop-down that is appropriate. The filters will only show options that are currently in the Learning Library.

The options of Level are: - WHAT ARE OURS?

• Employee
• Supervisor
• Faculty

The options for Type are:

• Online
• Learning Resource Portal
• In-Person Learning

The options for Competencies: DO WE WANT TO LIST?

The options for Availability are:

• Available
• Full

Note: To switch back and forth between the Learning Library and Learning Calendar, select the icon (calendar or four-square icon) to the right of the magnifying glass icon.

1. Locate the navigation bar at the top of the screen and select My development then select Learning Library to search for a learning activity.
2. Locate a learning activity of interest.
3. Select type of activity Online or Classroom.
   
4. Select Start, Learn Now or Book, or use the Add to plan drop-down to Book, Mark as in progress or Mark as Done. Mark as In Progress allows you to indicate if the learning activity is mandatory, add an intended completion date, and attach documentation.
5. Indicate if the learning activity is mandatory for you by selecting the bar. Green indicates that it is a mandatory learning activity. If there is a due date associated with this learning activity, add that information in a day, month, year format or select the calendar icon to the right to select the specific due date.
6. Add intended completion date in a day, month, year format or select the calendar icon to the right to select a date. NOTE: This does not book the class time slot.
7. For a Classroom or an Online Learning Activity, if you select Book or Mark in Progress, a request for additional information appears. If supporting documentation is required, select the Upload Document to upload a file. Then select Click to Upload and select the corresponding file from your files. Name the document in the text field of Name. Then select Submit.
8. Select Confirm to change your status in the learning activity. This will move you back to the Learning Library so you can find other courses you are interested in. Select a Time Slot if a learning activity has specific times that the learning activity is offered, such as in a classroom online.
9. Navigate back to the learning activity in the Learning Library and select the learning activity.
10. Select the Select a Time Slot button.
11. Select the specific time slot that will work for you by selecting the radial button on the row to the left of the start date and time. Then select Book to reserve your spot in the learning activity.
12. The number of seats left will be indicated to the right on the time slot row or if there are none, then select Join waitlist. You will be notified if you shift into booked into that time slot.

Terms:

Mark as Done - indicates the learning activity has been completed. Typically this is used for learning activities you have previously completed such as your private learning activities.

Request Approval - indicates that approval must be granted prior to being able to Learn Now or  Book a Time Slot. This approval might be given by your supervisor or the instructor.

Interested in This Activity - requires you to contact the instructor shown to be added into the learning activity.

Share - the learning activity with a colleague or peer by typing in their name and selecting Share.

An individual learning activity is any development activity you have participated in that you feel should be part of your employee development record such as a conference, ENTER WHAT WE WANT HERE

1. Locate the navigation bar at the top of the screen and select My Development, Learning Library and then select the yellow circle with a plus sign.
2. Select Private learning activity.
3. Fill out all the areas that pertain to your learning activity starting from the top left. The required fields are marked with an asterisk. These fields are Activity Title and Activity Type. Fully title your learning activity as these can be seen on your development plan by your supervisor. Activity Type is chosen from Online or In-Person.
4. Add an explanation of the learning activity in the Description box. It is recommended to include what you learned or your outcomes from the learning activity in the description. Add the link to the content in the Content area.
5. In the Duration field indicate how long the learning activity took. In the drop-down, choose from Minutes, Hours or Days.
6. Select the bar to indicate that yes, the learning activity requires renewal, such as a certification, or that it has a cost associated with it (it will shift to green).
7. To add competencies to the learning activity, select the plus sign. Choose the relevant competencies and levels by checking the box to the left of the type of competency. Uncheck the ones that do not apply. Select Link to add them to the learning activity. More competencies will be added.
8. At the bottom of the learning activity, select the drop-down Add to plan to indicate Booked, In Progress, Complete, or Suggested.

• Locate the navigation bar at the top of the screen and select My Development then select Learning library or select About Me then select My Development Plan.
• Navigate to the specific learning activity and select the title to open the learning activity.
• Select Learn now for a self-paced online learning activity at the bottom of the learning activity.
• Select the appropriate additions to the learning activity, such as if it is a mandatory activity, the intended completion date, and if there are any supporting documents. NOTE: If the learning activity was completed in another system and need to upload a certificate of completion, contact the learning activity instructor.
• Select Start to launch the learning activity. This will open a prompt to Click here to launch the lesson. Select the type to begin the learning activity. This will launch a pop-up in a new window and will state that intention on the original window.
  NOTE: Some learning activities launch a second pop-up that is required to link the status of the learning activity back to PageUp LMS. Do not close this pop-up until the learning activity is completed or credit will not be recorded.
• Once complete, close the learning activity within it or choose to close the browser. Once complete, the screen will display a congratulations for passing the learning activity.

• To remove your enrollment from a learning activity, navigate to your development plan by selecting About Me on the navigation bar then selecting Development Plan in the drop-down.
• Select the learning activity under the tab In Progress /Upcoming which will open up the learning activity information.
• At the bottom of the learning activity, select Remove.
• The system will verify that you would like to remove the learning activity from your development plan. If yes, select Confirm.

1. Locate the navigation bar at the top of the screen and select your name on the right.
2. It will provide a drop-down list. Select Profile.
3. Your profile, is pulled from your employee information in Banner. It provides your email address, your job location, your Banner ID number, and your position details which include your job title, type of employment, senior management area, department, organization, and your supervisor and next level supervisor's name and position title.
4. To edit your profile picture, select Edit Picture listed below Employee ID.
5. Select Upload File
6. Select a JPEG image from your computer files and select Open
7. Select Submit

Once you log into the system, you will be presented with your dashboard. You may have three widgets or sections. These are movable. You can select and drag these to your preferred order. The three widgets are My Development, Recruitment and Onboarding which represent the three modules we have with PageUp.

My Development provides two areas in order of priorities with My Mandatory Activities listed first and My Development Activities listed below. My Mandatory Activities list your required learning activities and their current status. Once the mandatory learning activity is completed, it will no longer be listed. Mandatory learning activities are assigned by the university or your supervisor. If there is a specific due date, it is listed under the title. My Development Activities provide a list of current learning activities that have either been self selected or assigned by your supervisor but are not mandatory. To access a learning activity from the widget, select the title. This will take you directly into the specific learning activity.

To access your development plan, select Learning Management as the bottom of the My Development widget.

The Learning Library is the main portal for employees to locate and undertake particular learning activities. This page can be accessed from the employee's development plan or from the My Community, Learning Library menu option. Learning activities will be displayed in a tile format by default.

Search

Users have the ability to search by two methods:

• a single search field for common search queries
• a more advanced set of filtering options

Single search field

Users can search for more common queries by looking up:

• Activity Title
• Activity Overview
• Activity Type
• Associated Competencies

As users type their search the system will automatically present a small subset of results as categorized suggestions. If none of these match the user's interest, completing the initial search action will update the displayed items to be a complete listing of matched activities.

Advanced search filters

To allow further refinement of search results, an advanced set of filtering options is available featuring:

• Level
• Type
• Competencies - see note below
• Locations - only locations with at least one future dated times will display
• Cost
• Availability
• Archived

This provides users with the flexibility to customize their search and target specific areas, while still providing the simplicity of an all-in-one search.

Note: For a competency to display as a filter it needs to be linked to a behavior level, and needs to have at least one activity attached. However the functionality differs when using competency groups. If any competency within the group is linked to an activity, then all competencies within that group will display as filters regardless of whether they themselves are linked to an activity.

Activity Creation

Should the user browsing the Learning Library not find an activity that meets their needs, they are able to create their own by selecting the button at the top of the learning library.

Activity recommendations

A user visiting the Learning Library will be presented with up to three recommendations at the top of their search results, highlighting activities that may be of particular interest.

Recommendations are identified for individual users in one of two ways:

Current role: Activities can be recommended based on other people in the same role as the user having completed a particular activity.
For example: You are the Northern Sales Manager. If the Southern Sales Manager and Eastern Sales Manager have both completed activity X, then this activity will be suggested for you.

Common activities: Common learning completed by other people who have also undertaken the same activities as the logged in user. Activities are given more weighting based on the number in common with the logged in user.
For example: You are a Manager and have completed activities A and B. A Technician and Analyst have both completed activities A, B and C. Due to this similar history, activity C will be suggested for you.

Learning Recommendations display to the employee at the top of the Learning library by default. This is controlled in System Settings, Learning Recommendations.

The maximum of three recommendations will display at any given time, and will only be presented to users if they do not already have the activity on their development plan.

Recommended learning activities will display a tool tip when you hover the mouse over the recommended banner. This tool tip gives a basic explanation as to why the activity has been recommended for you.

Viewing the calendar

As an alternative view of learning content, a calendar is available for employees to browse and register for face-to-face training. The learning calendar can be accessed a number of ways:

• By navigating to My Community, Learning Calendar
• From the Learning Library and then select Events to toggle the view.
• From your Development Plan select the Explore Events

Activities will show on the calendar if:

• They are organization-wide activities
• They have been linked to an event with valid time slots

The default view of the calendar is to show the current month, allowing employees to navigate between different months.

If viewing from a mobile device, a timeline view will be shown instead of the full calendar as shown on desktops.

Filtering activities on the calendar

Employees can use the following filters to help display learning activities of interest on the calendar:

• Level
• Type
• Competencies
• Locations
• Cost
• Availability
• Archived

Each of the above can be selected to view sub items to use as more specific filter items.

Note: If you toggle between the Learning Library tile and Events Calendar views, any selected filters will be kept.

Using the search field on the calendar view will present results in the standard learning library.

Registering for activities

In calendar view, hovering over an event title will display a pop up with more details about the specific activity including:

• Activity Title
• Venue
• Description
• Cost
• Spaces Available

To register:

1. Select the Event Title
2. At the registration screen with the chosen time slot pre-selected, select Book to confirm the times

Note: Any approval requirements will be enforced and triggered at this point.

Waitlisting

Booking into an event requires that there is space available. In the case that there are no remaining spots to book into, learners can choose to join the waitlist for the activity. The waitlist is a pool of learners who can step in and fill spots as they become available.

Adding a learning activity to a plan

1. From employee portal, navigate to About Me, Development Plan. Alternatively, Explore Library, Learning Library.
2. The My Development Plan page displays with an overview of the learning you have already undertaken or are currently completing. Mandatory tasks will appear at the top of the listing, and will appear in the order of the most recently updated first, and the last updated at the bottom. This includes the following tabs indicating the status of any development activities:
   • In Progress Upcoming - this includes any suggested activities determined by your manager
   • Completed
   • Pending approval
3. Select the Explore Library button
4. Browse the library to look for activities that align with your interests of development
5. Select the card to view details of the activity
6. Select Add to Plan then either: Book, mark as In Progress or mark as Completed.

Note: Depending on the activity requirements you may be able to select Learn now to undertake the activity immediately, or be required to request approval first. For registrations to an event based activity, you may not be able to select mark as completed until your registered event time has begun.

Alternative option - via a Performance Review

You can also add an activity from a Performance review as follows:

1. From your employee portal, navigate to About Me, Performance reviews.This will display a list of your performance reviews - past and present.
2. For the relevant performance review, select Open Review
3. Navigate to the Development Plan page
4. Select Add Development Activities for this item
5. Browse the library to look for activities that align with your interests of development
6. Select the card to view details of the activity
7. Select Add to Plan then either: Book, mark as In Progress or mark as Completed.

Note: Depending on the activity requirements you may be to able to select Learn Now to undertake the activity immediately, or be required to request approval first. For registrations to an event based on activity, you may be able to select mark as completed until your registered even time as begun.

Completing a Learning Activity

1. From your employee portal, navigate to About Me, Ddevelopment Plan
2. Select one of the following tabs to view the learning activities in that status:
   • In Progress/Upcoming
   • Completed
   • Pending Approval
3. Select the relevant learning activity to display details, such as:
   • Any competencies linked to that activity
   • Planned action steps
   • Desired outcomes
   • Intended completion date
   • Actual completion date - see below for more detail.
   • Status (SCORM status - Successful, Unsuccessful or Unknown)
   • Document - employees can upload files that can provide evidence of their progress through a particular activity, such as a certificate upon completion.
4. Select Learning Actions and Outcomes to edit these details
5. Select Save

Alternatively:

1. When you are ready to begin the learning activity, select Learn Now and follow the prompts.
2. Once completed, select Back to return to the Development Plan page.
3. Find the activity and select Mark as Complete.
4. Provide feedback by rating the activity and entering any comments.
5. Select OK.
6. Select Done to return to the My Development Plan page.

To view completed learning activities, select the Complete tab.

Intended and Actual Completion Dates

When an activity is Marked as Completed or moved to Complete status, the current date and time is set as the actual completion date for the activity. If the activity has a validity period, the expiration date will also be saved according to the validity period. If required, you can edit the activity again and change the dates once the activity is completed.

From within the performance review, the actual completion date is now displayed in the development plan summary on the Next steps, Summary breadcrumb.

Period driven activity

Functionality exists to manage activities that require employees to periodically redo an activity, such as a licence or safety compliance.

Administrators can configure the validity period on the edit learning activity page, via the Requires Renewal then After fields.

Adding a validity period to an activity will not be applied to employees that have already completed the activity.

When an employee completes an activity requiring renewal that has a validity period, the system will pre-populate the expiry date and make it mandatory.

When the learning activity expires, a notification bar will display at the top of the employee's development plan within 7 days of the expiry date. This period defaults to 7 days but can be configured via System Settings, Expired Learning Reminder Days.
The count on the tab will display red as long as there is an expired activity and the activity will be labelled as Expired. The employee will then need to add the activity again to stay qualified.

A reminder will be sent to the employee when a period driven activity is close to expiry.

Removing a Learning Activity From a Plan

1. From your employee portal, navigate to About Me, Development Plan
2. Using the status tabs In Progress Upcoming, Completed and Pending Approval, find the relevant learning activity
3. Select the relevant learning activity to display details.
4. Select Remove, and a confirmation prompt will display
   Note: You should discuss with your manager before removing any learning activities from your development
5. Select Confirm

Note: Archived learning activities' registrations still appear on users' Development Plans to give learners a historical record of their learning.

Display Differences

In Employee Services, View Details, Development Tab, not all activities will show. This is meant to show a quick snapshot of recent activity. The results are restricted to those registrations added or updated in the last year.

Time-slot Selection Required

This section will display on the My Development pPlan page, if the event times that the employee was booked in for, has been deleted.

There is a communication template that can be used to notify employees in this situation. It is system template Event booking times has been deleted - DISCUSS

Employees are able to create their own custom content to record their own development and have the option to publish these activities into the learning library to allow other employees to explore areas of interest.

Basic details

1. Within the employee portal, select Create, Learning Activity.
   Alternatively, select My Community, Learning library, then select the plus icon.
2. Two activity types are displayed:
   Public: This option is available to all users and will create a user-generated activity that will be available in the learning library search results for other employees to undertake.
   Private: This option is available to all users and will create a personalized private development activity that will only be available for that employee. Activities of this type will not be searchable in the learning library.
3. select the required tile.
4. A blank learning activity template displays with the following available fields to complete:
   • Activity title - mandatory free text field
   • Activity type - mandatory drop down selection.
   • Description - this is a rich text editor (RTE) supported field.
   • Content - this is a rich text editor (RTE) supported field.
   • Images - select or drag to upload an image. e below.
   • Duration - select the length of the activity from Minutes, Hours, or Days.
   • Public - On Off. For more information, see below.
   • Requires renewal - On Off. If On, then set the period of Days, Months or Years. The value must be greater than that set in the feature Expired Learning Reregister Days.
   • Cost associated - On Off. If On, then complete the following: Currency; Activity cost; Cancellation cost; Other costs. The
   • Linked competencies - select to view your listing
5. select the Add to plan button
6. Select one of the display drop down items: Booked, In progress, Complete, Suggested to finalize the new learning activity.

Activity images - DO WE WANT THIS?

You are able to attach an image that will be displayed to users when browsing the learning library. Only image file types can be uploaded otherwise you will receive an error.
The maximum supported image size is 360 x 360 pixels. If the height or width of your selected image is larger than 360 pixels, a cropping tool will be presented to allow you to select a square area of the image. If the image is smaller than 360 x 360 no changes will be made and the image will saved with it's existing dimensions.

Making new learning activities available to colleagues

When creating Learning activities, there are two user-generated options that can be selected, Private or Public. When creating a Private activity, the activity will not be visible to your colleagues and will only be available to you. When creating a Public activity, the activity will be visible to your colleagues and it allows them the opportunity to benefit from the same learning activity you have. When creating the activity you can toggle between both Public on or off accordingly.

When you select to create a Public activity, the Public setting will default to On. When you select to create a Private activity, the Public setting will default to Off. In both scenarios, you can change the Public setting despite the activity type. The Public switch controls whether an activity is Public or Private.

Related feature: Create public learning activities.

Learning approval processes are defined in System Settings, Learning, Learning Approval.

These processes can be configured to the company's needs, and can support multiple levels of approval checks. These checks can be based on the requesting employee's reporting hierarchy by defining the level above the employee and; approval should be performed by, or by selecting a specific individual to approve (Default user).

Both options can exist within a single approval workflow, but the approver is selected via the following priority order:

1. The Default user (if not archived)
2. The first employee found in a position that is the stated number of levels above the requesting employee (see Using position hierarchy to get approval for an activity below)
3. The TMS Default Approver (see Using position hierarchy to get approval for an activity below)

When an employee requests approval for a particular learning activity, an email is sent to the first approver in the workflow.
This email can either use the default learning approval communication template, or be assigned on a per-process basis.

Each approval step in the workflow can also have a target number of days specified by which that approval step should be completed. Should this date be reached without the request being actioned, a reminder email will be sent to the approver.
The amount of time each approver has to complete their actions can be set independently.

Note: Reminder emails are only sent once to an approver. Employees are able to see the progress of their approval request by looking at the learning activity on the Pending Approval section of their development plan.

Requesting approval

If an activity is marked as requiring approval, when the employee goes to add this activity to their development plan from the learning library they will see Request Approval button instead of Book button. If the activity requires event times selection the employee will be prompted to select their preferred times before requesting approval.

Approving a learning activity

When an employee selects Request Approval, an email will be sent to the first approver in the workflow to approve the request. This email will contain a link for the approver to select to review and approve or decline the request. selecting this link will take the approver into the PageUp Learning module where they can select to Approve or Decline, or view additional information about the requested activity.
If the employee has uploaded any documents as part of their registration, these will be available for the approver to review when looking at the activity details, under the heading of Supporting documents.

An approver can also select to Approve or Decline the activity request at a later time by navigating to About Me, My tasks. If the approver declines the request, they will be required to add a comment.
Once the approver has completed their actions the employee will receive an email advising them of the outcome of their request. The employee will also see the comments added by the approver, both in the email notification and on the learning activity record in their development plan.

Employees are able to Request approval for previously declined activities should their circumstances change.

Using position hierarchy to get approval for an activity

When an employee requests approval for a development activity that requires approval by someone in their reporting hierarchy (e.g. their manager, their 1-up manager, etc.), and one of the positions in that chain has no incumbent, the request approval e-mail will be sent to the next manager up the position hierarchy that is not empty. If this position is also empty, the approval request will be redirected to the default approver for the instance.

Defining the default approver - DO WE NEED THIS?

The default approver can be defined in System Settings, TMS default approver.

Troubleshooting

No default approver has been configured.

This means that incumbents could not be found in the position hierarchy at or above the level defined in the workflow, and there is no default approver defined. Ensure the user defined in System settings, TMS default approver.

The configured default approver has been archived and will not be able to action requests.

Ensure the user defined in System settings, TMS default approver has not been archived in the system.

This feature allows an employee to share a learning activity with a colleague. Once shared, the item will display for the recipient in the Shared with me tab within their Development Plan. If the daily digest is configured then recipients of a share action will also receive an email overnight.

Sharing

To share a learning activity with a colleague:

1. Find and view the relevant learning activity
2. select the Share button.
   Note: This button will only be displayed for public activities and employees with permission.
3. Enter the name of your colleague(s)
4. Select Share. The recipient will see the shared activity on their development plan under the Shared with me tab

Configuration Guide

Functionality

Sharing functionality can be controlled via:

1. Go to System Settings, Share Learning Activities
2. Use the YES NO toggle to set as required
3. select Save Changes.

Communications

A digest email can be configured to send nightly. To turn this functionality on:

1. Go to System Settings, Send Digest Emails
2. Use the YES NO toggle to set as required. This will be off by default
3. Select Save changes

The system email itself can be configured via System settings, Communication templates, Learning activity shared notification.