DOI LEARN Managing Training In Your Office

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DOI LEARNManaging Training In Your Office

• A Presentation for Supervisors and Alternate
  Approvers
• With Learning Plan Option
• https//doilearn.doi.gov

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DOI LEARNAgenda

• -Employee Training Request
• -Approval Queue
• -Updating Your Profile and Adding Students
• -Adding Alternate Approvers
• -Alternate training methods Managing Profiles
• -Assigning Training-Learning Plans
• -Extra Training vs. External Training Items
• -Reports
• -Reference Material

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DOI LEARNManaging Access to Training Requests

• Supervisors determine
• who needs to be involved in the training
  request/approval process.
• Supervisors are responsible
• for the conduct of the employees they give
  approval access to make sure the data is not
  compromised.
• Supervisors manage their employees training
• by helping update profiles, tracking mandatory
  online training, updating transcripts, preparing
  SF-182s, approving/denying training timely, etc.

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Approval Queue ImportanceThis is a
Supervisor/Alternate Approver Responsibility

• It is imperative that your employees training
  request be approved PRIOR to them attending
  training
• Attendance
• Course Coordinators/Instructors know who is
  attending and how many supplies/books to order.
• Recordkeeping/tracking training.
• Helps the instructor if the roster is closed.
• Helps the DOI LEARN team know if employee
  attended or not, to avoid future emails.

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DOI LEARN

• Lets Get Started
• http//doilearn.doi.gov

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To Approve a training request Log into DOI
LEARN. Click Course Catalog then the Approval
Queue tab. Type in the last name of the
requestor. Then choose USGS as the bureau. Click
Search.
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Select your student by clicking the Action link
here.
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DOI LEARN
This is the information contained in the Approval
Queue screen. Click Submit to approve or Deny
using the Action Taken list. If you Deny
include a Responder Comment Note the Payment
Method if there is a cost.
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DOI LEARN
Please click GO after your payment type is
selected.
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USGS SPONSORED CLASSES, CALL 888-390-4447 Then
Choose Option 9
Scroll down
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Credit Card Payment
THIS IS A CONTINUATION FROM ABOVE FOR CREDIT CARD
PAYMENTS
Fill in 3 mandatory fields and click submit for
USGS.
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Credit Card Payment for DOI U Classes

• This slide was added for information only since
  DOIU is separate from DOI LEARN
• Click "Payment Option"
• Click "GO" then choose credit card. Scroll down.
• Enter your name, phone, and email.
• For DOIU/NBC classes, click the URL listed
  http//www.doiu.nbc.gov/cc
• This takes you to DOIU's web site to enter your
  credit card information electronically.
• NOTE You must return to the DOI LEARN window
  and click "Submit to approve the training.

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DOI LEARNApproval Screen Shot IPAC

• The next slide is an example of what the approval
  screen will look like if a supervisor/alternate
  approver chooses to pay by IPAC (interagency
  transfer of funds)

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PLEASE NOTE This is for IPAC payment type.
Please click GO after your payment type is
selected.
ORG CODE P.O Number/DCN Account Number
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This is an example of the automatic email
Note this persons status is Waitlist. It
explains status types below.
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DOI LEARNProfile
Your Responsibilities Your Profile Adding
alternate approvers Maintenance of Employees
Training New Employees/Non-Federal employees
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Once logged on, all employees will see this
Welcome screen. Click the Administration
Tab to modify your user profile. Note other
link options here too.. If you click Library
and then Online Resources youll see many
helpful resources. If you click Help Desk
youll find System Requirements and Plug-ins to
use.
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Click on Administration and then click on My
Information to get to your User Profile.
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Editing Your Own User Profile Complete the blank
fields in your profile. Note Some of your
Employee info is automatically entered by FPPS.
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DOI LEARN
The Primary Supervisor Box is new and every
employee needs to populate this new field with
the supervisor who does your performance
appraisal. For contractors/volunteers/
partners, please add the name of your Federal
Liaison. Note Make sure the Other Training
Approvers (incl Primary Supervisor) is
populated first before the Primary Supervisor
box. This is where you can add alternate
approvers too. Note You can have more than one
name in the Other Training Approvers (incl.
Primary Supervisor) box. Note The Receive
Supv Email yes or no. To receive the
Employees training request, this must be turned
ON. This is where you claim your employees in
your profile to see their profiles/transcripts.
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DOI LEARN

• Adding alternate approvers
• We have a FAQ about this
• http//training.usgs.gov/DOILearn/FAQs.html

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To select an alternate approver Type in that
persons Last Name. Select U.S. Geological Survey
under the Bureau drop-down box. Click on
Search
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DOI LEARN
Click Edit under Edit to open their profile
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DOI LEARN
Radio Buttons Approves Training needs to be
Yes if the person is to approve training and be
able to see their employees profiles and select
their names in their profile. It is an either/or
scenario. Receive Supv Email needs to be Yes
if the person wants to receive the email when the
employee requests training.
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Adding Students to your profile
ADDING AN EMPLOYEE When the Approves Training
box is YES, the supervisor/alternate approver
will have an additional box to populate. In the
Supervisors Students drop down box, click the
blue plus sign. Another window pops up.
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ADDING AN EMPLOYEE cont. Search by the employees
last name and bureau, then click search. Select
the employee you want to add and click add user.
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DOI LEARN
ADDING AN EMPLOYEE cont. Now click SAVE.
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DOI LEARN Alternate Training Methods

• If an employee completes mandatory on-line
  training using an alternate method (CD, Paper
  Version, etc), or they experience problems,
  Supervisors or alternate approvers are required
  to mark that training as completed in DOI
  LEARN.
• We have a FAQ about this
• http//training.usgs.gov/DOILearn/FAQs.html

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To mark an employee complete Type in that
persons Last Name. Select U.S. Geological Survey
under the Bureau drop-down box. Click on
Search
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When you find the individual you are looking for,
click Edit under Transcript NOTE Notice
Waive link to waive training.
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DOI LEARN Manually Marking Records
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• http//training.usgs.gov/DOILearn/FAQs.htmlsupalt
  approver
• Alternate Approvers and Supervisors
• Manually Marking Employee Records Complete
• Q. How does my supervisor/alternate approver mark
  my transcript complete if I took mandatory
  training via an alternate method (ie. CD from
  downloadable web site, paper version, ILT, etc.)
  or I had trouble with the software while
  completing the training?A. Supervisor/alternate
  approver logs into DOI LEARN, Clicks on
  Administration then User Management and searches
  for the employee's record. When the employee
  record comes up at the bottom of the screen,
  click on "Edit" under Transcript to edit the
  training record. Under Completion Status, choose
  "Completed" and put in the date using this
  format MM/DD/YYYY. Under Score, please use this
  coding system
• 111, if the training was taken via
  CD/downloadable web site.
• 222, if training was taken via paper version.
• 333, if training was taken via ILT somewhere.
• 444, if the employee experienced problems taking
  the training and could not complete it through
  DOI LEARN or had some other form of
  certification.
• Click "Update Transcript" when finished.

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DOI LEARN SF-182 External Training Form

• To receive credit for training taken outside of
  DOI LEARN or to take External Training Federal
  employees now must complete the SF-182 -External
  Request Form in DOI LEARN.
• Do not enter training taken outside of DOI LEARN
  in the Extra Training Items anymore for Federal
  employees.

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SF-182 for External Training Items
SF-182 for External Training Requests for Federal
Employees only. Click Course Catalog, then
Catalog, then Request External Trainig
See this URL for SF-182 help slides http//traini
ng.usgs.gov/DOILearn/Index.html
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SF-182 Continued
Populate all fields and click Save at the bottom
when finished.
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To submit an SF-182 on the employees behalf
Click Administration then Click User Management
and Search on your employee. Click Edit under
Transcript then scroll down to External Training
items and click the Submit SF-182 Request for
this Student. Fill out all mandatory fields and
click Save.
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SF-182 Continued
Click the Green links for help. You can also
find definitions for each field at
http//www.opm.gov/forms/pdf_fill/SF182.pdf
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Approving SF-182 External Requests
Click on Course Catalog, then click on Approval
Queue and change the TYPE to EXT for External to
view the External Approval Queue. Click Search.
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SF-182 Approval Queue
When names of your employees show at the bottom,
click Awaiting Approval under Action.
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SF-182 Approval Continued
Edit the SF-182 before Approving or Denying to
view the fields for accuracy. YOU MUST CLICK THE
Send Confirmation Email after Approving. Click
on Library, then click on Online Resources to
view SF-182 quick reference guide and see
http//training.usgs.gov/DOILearn/Index.html for
power point slides on how to use this SF-182
feature.
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DOI LEARN Extra Training Items Not to be confused
with External Training Items (SF-182)

• Extra Training Items
• TMS Data migrated here
• Used for training taken Outside DOI LEARN for
  contractors, partners, and volunteers, only.
• Do NOT add training here that is IN DOI LEARN
• We have FAQs about this
• http//training.usgs.gov/DOILearn/FAQs.html

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To Add Training to a contractor, volunteer,
partners Transcript, pull up their name under
Administration and under User Management.
Then click Edit under Transcript
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Extra Training Item cont.
Click the Add Transcript Item button
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How to create a Learning Plan
To create a Learning Plan, Click on
Administration then User Management If the
employee is claimed in your profile as one of
your employees, you should be able to just click
Search here. Their name should come up at the
bottom of the screen. Otherwise, do a search on
their name.
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Learning Plan Cont.
Click View under Learning Plan and a new screen
comes up.
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Learning Plan Cont.
When you click the Drop Down (see below list),
you can either select a Plan Name that has
already been created or Create one. View list
before Create.
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Learning Plan Cont.
If you select a plan already created, you can
choose the due dates with or without email
reminders. You can click the blue plus next to
OLT or ILT to add the training you want the
employee to take using a search engine. You can
also Add a User Defined Task. When finished
click Update Student Learning Plan.
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LP ILT or OLT
A search engine pops up to choose the training(s)
you want to assign to the individual employees
learning plan. Check the box(es) to the right and
click Submit at the bottom of this screen to
assign the training to your employees LP.
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LP-User Defined Task
A User Defined Task could be something like
Must complete 8 hrs. of internship with a
certain company showing you worked on a certain
task or project. When you click Add, it goes to
the employees learning plan to handle manually.
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Completing the LP
Notice the Complete at the bottom of the
screen. This is where supervisors manually mark
the training complete in the LP. Nothing is
electronic.
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DOI LEARNReports

• What type of report can I pull?
• What information will I get?
• What if I need more?

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DOI LEARN Reports
To generate reports From the main menu click
Administration then the Reports tab. See
System Reports. Course Analysis is the main
report you will run. Click Run under Actions.
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DOI LEARN Reports
You can run reports by Bureau, Region or
Individual Org Code just by clicking the Drop
Down arrows. Try other ways to run needed reports
by completing the fields. Choose the Name of the
course using the drop down arrow. Click Go on
the far right. Click View Report
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DOI LEARNReports
A file download box will appear. You can Open or
click Save If you click Open you can still
save as an Excel spreadsheet. If Saving, the
Standard Microsoft Word Save As box will appear
and you can give the report a name and choose
what drive to save it on your computer. Then
open it in Excel and manipulate it to your needs.
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Reference
All employees are asked to log onto DOI LEARN to
create a new password and set up user profiles.
The website is https//doilearn.doi.gov On this
initial log-in screen employees must 1. Enter
User Name First initial of first name, first 4
letters of your last name, your birth date, ex.
mhoodMMDDYYYY 2. Enter System Password Note, this
password is case sensitive !ChangeIT! Now click
on Log On
All Federal employees MUST have received a
paycheck through FPPS prior to having access to
the DOI LEARN
Contractors, Volunteers, and Partners use the
Public Catalog Login their first time getting
access
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(No Transcript)
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Timed out / Unsuccessful Login Attempts / and
Forgotten Passwords

• OPM created security checks and balances in DOI
  LEARN which affect us all now.
• Inactivity Log Out
• Unsuccessful Login Attempts Lock Out
• Forgotten Password

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Supervisors and Alternate Approvers are highly
recommended to go to this URL http//training.u
sgs.gov/DOILearn/FAQs.htmland click on
Supervisor/Alternate Approvers link and check
out the Frequently Asked Questions before
contacting OED or the DOI LEARN help desk because
chances are, your answer will probably be there.
If not, please email oeddoilearn_at_usgs.gov and
ask us.
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DOI LEARN Get Training and Info!

• Supervisors Admins Sign up for monthly
  scheduled training at http//training.usgs.gov/D
  OILearn/WhatsNew.html
• All Employees Login Instructions on the OED
  website http//training.usgs.gov/DOILearn/Index.
  html
• Supervisors and Alt Approvers - How to Approve
  Training http//training.usgs.gov/DOILearn/tipsf
  orsupervisors.html
• Contractors, Volunteers, etc Login Instructions
  on the OED website http//training.usgs.gov/DOIL
  earn/Index.html
• Instructors Class Coordinators teaching and
  managing classes in DOI LEARN Contact Melanie
  Hood if you feel you need this training.
• Desk Aids Color Trifold Brochures email
  oeddoilearn_at_usgs.gov

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DOI LEARNTidbits

• Updates on OEDs website
• http//training.usgs.gov/ and the Lotus
  Electronic Bulletin Board
• Cant find a class in the DOI LEARN Course
  Catalog? Email oeddoilearn_at_usgs.gov
• Please use the Helpdesk! doilearn_at_geolearning.com
  or call 1-866-466-1998 Email
  oeddoilearn_at_usgs.gov if you are not receiving the
  proper help.

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• Problems When Taking an On-Line Class
• In the midst of taking on-line training and the
  screen freezes or will not respond to keyboard
  commands Please have your employees view these
  web sites for Internet Browser and Java
  configurations
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/2007_IEBrowser_Settings.pdf and
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/Java_Settings.pdf
• These are also located under Library and Online
  Resources in DOI LEARN.
• If you have a Mac user employee, please have them
  view this
• URL http//internal.usgs.gov/gio/security/securit
  y_training_fissa.html

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DOI LEARN

• Metrics That Matter (MTM) is here
• This tool allows employees a chance to evaluate
  the class they took in DOI LEARN within 30 days
  of completion.
• MTM provides Return on Investment stats and
  reports OED can run for Managers and Supervisors
  if the student completes the first optional
  survey.
• The Primary Supervisor field must be populated in
  each persons DOI LEARN profile so the email goes
  to the correct student and follow-up email to
  their Supervisor.
• Note The post event survey can be found in each
  employees My Courses area under OLT or ILT and
  then under Options.

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Your Challenge

• Help all employees, supervisors, managers,
  alternate approvers, and AOs understand their
  role with DOI LEARN
• http//training.usgs.gov/doilearn/roles_res
  ponsibilities.html
• Let us know how we can help educate everyone
  about DOI LEARN by emailing oeddoilearn_at_usgs.gov
  with solutions and options.

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DOI LEARNQuestions?

• Fire away