TRAINING MANUAL - Office of Human Resources · PDF fileVersion: 06.26.17 SBO My Compass...

Version: 01.04.17 RPW My Compass Training Manual

TRAINING MANUAL

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Version: 06.26.17 SBO My Compass Training Manual 2

Table of Contents

Overview……………………………………………………………………………………………………………… 3

Accessing My Compass………………………………………………………………………………………… 3

Locating the Manager Dashboard………………………………………………………………………… 4

Sorting and Filtering Information on the Exception Report………………………………….. 7

Search by Activity from the Detailed Exception Report………………………………………… 7

Viewing Incomplete Activities per Direct Report………………………………………………….. 9

Sort and Filter Options…………………………………………………………………………………………. 11

Exploring the Direct Reports Drop Down Menu Items………………………………………….. 12

Timeline……………………………………………………………………………………………………………….. 13

Learner Approvals………………………………………………………………………………………………… 14

Self-Reported Trainings………………………………………………………………………………………… 15

Approving and/or Rejecting Activities:

Self-Reported Activities and Learner Approvals…………………………………………..16

To View a Direct Reports Training Analysis…………………………………………………………… 19

To View a Direct Reports Training Schedule…………………………………………………………. 20

Completing a Cancelation via Training Schedule…………………………………………………… 21

To View a Direct Reports Training Transcript………………………………………………………… 22


My Compass

MANAGER’S DASHBOARD

Overview My Compass is an integrated HR Talent Management system that will serve all of UAMS. The new system will incorporate a learning management system (LMS), recruiting and onboarding, performance management, compensation planning, and succession planning into one system. As this system is designed to help employees navigate their careers at UAMS, this manual is designed to help you navigate in the Learning Management System (LMS) section of My Compass. The system allows employees to easily register for trainings and activities by browsing the course library and locating potential courses under specific topics and subtopics. Once registered, online courses are only a click away and users may view the content at any time. Employees can also keep track of their learning activities and tasks with the learning transcript and task checklist available in the learning management system. Managers can also track the learning activities of their direct reports.

Accessing My Compass:

My Compass can be accessed by clicking on your desktop icon .

The Manager’s Dashboard is where you will view and monitor your employees’ information in the Learning Management System (LMS) of My Compass only This guide does not apply to the hiring module of My Compass. Please note: The preferred browser for accessing My Compass is Google Chrome.

As a manager you have all of the permissions of a Learner, which include: view library, cancel registrations, view your transcript, self-enroll, record self-reported trainings and view training analysis. Additionally, if you are a as a manager with at least 1 direct report you can view their direct reports’ transcripts, view/approve self- reported training, run training records and reports, and register direct reports for (or remove them from) training activities. You must have at least one direct report in effect to have access to the Manager Dashboard.


Locating the Manager Dashboard

Begin by clicking on the “MY TEAM” icon shown here. The “TEAM” icon will provide access to the Manager’s Dashboard.


Click on the “Manager Dashboard” link, located on the menu on the left side of your screen.

The page will open to the EXCEPTION REPORT, which is also known as the Workgroup View. In the Exception Report you are able to view and manage your Direct Reports (referred to as Learners in My Compass).


Should this page open and you are unable to view any direct reports, click the small ARROW next to “EXCEPTION REPORT” link, to make the direct reports visible.

The QUICK LINKS TO UAMS REPORTS link provides quick access to important and timely information to help you manage your Direct Reports training activities (See picture above). For more information on Reports, please see the reporting manual at https://hr.uams.edu/managers/uams-my-compass/

The “ACTIVITIES” tab (see picture above) provides you with a complete list of activities associated with your Direct Reports. From here, you can see the number of Direct Reports associated with an activity.

Examples of Learning Activities Types Found in My Compass:

Courses (e-Learning activities): Also known as “Online Courses,” since users launch the course content on their computers. OJT (On the Job Training): Typically set up by managers on an informal basis for her/his Direct Reports or colleagues.

ILT (Instructor Lead Training): held in a classroom setting with an instructor.

Versional: A “container” for online courses and content that is updated, for

https://hr.uams.edu/managers/uams-my-compass/


example Version 1.0, Version 2.0 or annually updated content. Sessions: Different instances or occurrences of the same ILT Course that Learning Admins create. For example, PFCC Orientation Session 1 January 3, 2017 and PFCC Session 2 January 17, 2017, learners will see these labeled as two separate “ILT Classes.”

Sorting and Filtering Information on the Exception Report

My Compass provides multiple ways to display information. Click the “SORT BY”

button on the far right to refine your display results.


SEARCH BY ACTIVITY FROM THE DETAILED EXCEPTION REPORT

You may refine your search per activity, i.e. to see the current status of a required training, by clicking on the “ACTIVITIES” toggle located next to “USERS”.

Click on the red button located on the bottom right corner of the selected

activity to view the Detailed Exception Report. This report provides names of the Direct Reports participating in the associated activity, as well their email addresses, assignment type (required or recommended), due date, and their progress. You may view progress and/or print, as well as register your other Direct Reports from here.

When you are finished, click on the CLOSE button located on the bottom right side of

the page to return to your Manager Dashboard. From the Detailed Exception Report,

you may also register other Direct Reports by clicking on the “Register Others

button” (See picture below).


Viewing Incomplete Activities per Direct Report

To view any incomplete activities for a Direct Report, click on the red “INCOMPLETE”

button below the employee’s name. “No Activities Assigned” will be displayed if

there are no incomplete tasks.


Activities are displayed as follows:

Sort and Filter Options

Click on the filter drop down menu items to display by assignment status, type, and assigned by. By clicking on the drop downs you can view by who the activity was assigned to, what activities are required, the users and others. Selecting OTHER ACTIONS allows you to edit or remove an assignment.


Once you are finished sorting, you may Exit by clicking on the My Compass Icon shown below. This will return you to your Home Dashboard.


Exploring the Direct Report’s Drop-Down Menu Items

Access your individual Direct Reports’ information by clicking on the PROFILE DROP

DOWN ARROW located to the right of the “PROFILE” button. As a manager, you

may choose to view your Direct Reports’ Learner Approvals, Self-Reported Training

information, Training Analysis, Training Schedule, and Training Transcript.

As a manager, when you click on an item located on the drop down menu of a direct report, you

will launch the item in emulation mode. This means that you are viewing the information from

the learner’s perspective. This will be clearly indicated by the yellow eye, which will appear next

to the “My Team” icon. To return to your Manager’s Dashboard after viewing your Direct

Report’s information you will need to click on the Exit Emulation link located under their self-

icon, as shown here:


Timeline

Clicking on the word “PROFILE” under your Direct Report in your Manager’s Dashboard will open their TIMELINE. The TIMELINE is a useful feature allowing you to view all of their tasks and learning assignments. Activities can be sorted by total number, upcoming, current and past due by clicking on the icon here.

Please note: you are viewing the timeline as a manager from the Learner’s

Perspective (Emulation Mode). Managers are not permitted to cancel a

registration, start an online course, or register a Direct Report from the Timeline.

The yellow eye, located next to the My TEAM ICON, indicates that you are in

emulation mode.

Currently, the functions of Key Measures and Goals are scheduled to become

available at a later date. More information on this feature will be provided when it

becomes available.


Learner Approvals

Sometimes, At times your direct reports may need your approval to register for an

activity. You can view a list of the approval records for learning activities that a

selected user has registered to take via the drop down menu for your direct report.

Click on the drop down arrow next to PROFILE DROP DOWN ARROW located to the

right of the PROFILE BUTTON and select “Learner Approvals”.

Here you will see a list of pending registration approvals for your Direct Report. Search options are available by either TYPE or VIEW.

Self-Reported Training


SELF-REPORTED TRAININGS are learning activities that your employee has requested to participate in or has participated in previously and would like to gain credit for their participation, your approval is required.

From the Direct Report’s PROFILE DROP DOWN ARROW LOCATED TO THE RIGHT OF THE PROFILE BUTTON, Click “SELF-REPORTED TRAINING”.

The displayed page has search and filter options in the View drop down menu. Please note this page is view only. You may add a new Self-Reported Training or delete an existing Self-Reported Training on behalf of your Direct-Report from here. (See image below)


Approving and/or Rejecting Activities: Self-Reported Activities and Learner Approvals

In this section, you will learn how to approve and reject both Self-Reported Training Activities and Learner Approvals.

Approving a requested activity can be accomplished one of TWO ways:

Method 1: When you first open My Compass, as a manager, your Home Dashboard

will alert you to pending approvals. Click here on the red pending approvals button

to view pending approvals


Method 2: Click on the “SELF” icon, “LEARNING” and then “LEARNER APPROVALS”.

Methods 1 & 2 will take you to the following page:

Click on the radio button next to your Direct Report’s name and either Approve or Reject the Task. Next click to proceed with the approval process.


You may then provide feedback in the Note field and click OK to complete the approval process. Your Direct Report is now registered for the activity.


To View a Direct Report’s Training Analysis

From your Manager Dashboard click on “Training Analysis”, this is located on your

Direct Report’s drop-down arrow as noted in previous instructions.

Note: This function is limited to VIEW ONLY. You may view and sort your Direct

Report’s activities by using the search and sort features as indicated below.

The TRAINING ANALYSIS page provides you with a list of required and

recommended trainings for your employee. You may return to your Manager

Dashboard by clicking on the “My Team” icon and choosing Manager Dashboard, or

exit by clicking the My Compass icon.

Note: This function is limited as VIEW ONLY. You may view and sort your Direct

Report’s activities by using the search and sort features as indicated below


Training Schedule

Click on “TRAINING SCHEDULE” from your Direct Report’s Drop down arrow botton

located to the right of their PROFILE button.

Once displayed, you can sort through the Training Schedule by toggling along the top

and second rows. For example, you may view Current/Upcoming, Express Interest,

Completed, Canceled, and/or Waiting List. You may view All, Ongoing, Upcoming,

and Fixed Duration Activities. You can export to Excel, print, and/or view on the

calendar. Further options also allow you to view the progress of your employee’s

activity. You may also cancel a registration by selecting the radio button next to the

desired activity and then click Cancel Registration.


Completing a Cancellation via the Training Schedule

Next, make sure to click the “Select All” check box and then click on the “Cancel

Marked” Button as shown below:

Once the cancellation is complete, you will return to the Training Schedule page. To confirm your activity was cancelled type in the name of the activity in the search box. If the activity still remains on the training schedule, click F5 on your computer’s keyboard to refresh the page and update the training schedule.

Exit by clicking on the My Compass icon to return to your Home Dashboard.


View a Training Transcript To view your Direct Reports’s transcript, click on the drop down arrow button

located to the right of the PROFILE button of the corresponding report’s view in the

manager dashboard (Just like we have been doing!).

The Training Transcript provides you with trainings and a detailed list of activities your Direct Report has and/or has not completed. The Training Transcript provides the activity name, type, estimated number of credit hours, start/completion dates, score/grade, and attended duration. The Training Transcript can be sorted by date. To sort by date, use the drop down menu to select your range and the transcript will refresh.

Click on the MY Compass icon at the top of the page to return to your homepage.

Additional training on manager’s expanded utilization of My

Compass will be made available.

Thank you!


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