The Learning Center LMS Upgrade Project Reporting 07212020

The Learning Center LMS Upgrade Project Reporting 07/21/2020 Product Owner Project Manager Cindy Cotter, cindy. cotter@des. wa. gov OCM Project Manager Wendy Helling, wendy. helling@des. wa. gov Mike Knoll, mike. knoll@des. wa. gov 1

Introduction The Learning Center In January, agencies provided feedback at an OCC meeting about reporting needs. The information in this deck is a combination of input from the January meeting, input from the Care. Learn Pilot and current Enterprise reporting for Maestro. We encourage everyone to spend time becoming familiar with the Out-of-the-Box reports, the information available on the Manager/Learner Dashboard and information available via the Admin Icon in TLC. You also have the option of designing custom reports if the three options don’t meet your agencies needs. As you take time to create reports for your agency, please share them during the project Open Forums and the OCC meetings.

Enterprise The Learning Center Reporting Need(s) Potential Solution Agency Financial Reconciliation (billing report) OOB – Training Cost by Organization, pg. 51 Activity Reconciliation: - Classes by Trainer (w/ associated metadata, ie. , email) - Past, future, cancelled, open classes, etc. - Class Attendance - Class Capacity (open seats)/Waiting List - Instructor evaluation average score How many classes cancelled for low attendance No Show Report Single Agreement Agency Activities OOB - Instructor Utilization Report, pg. 231 OOB - Activity Exception Report, pg. 160 OOB - Roster page view for all activities, pg. 115 or Open Enrollment, pg. 124 TBD TBD *OOB – Out-of-the-Box – available in TLC **Sum. Total Reporting _Analytics 19. 3 Delivered Reports Guide

Enterprise Continued Reporting Need(s) ILT Learner Reporting: - Enrolled - Drop Date - On Roster/Statewide Classroom Availability OFM State HR Compliance Reporting IT Security Awareness compliance to Wa Tech The Learning Center Potential Solution OOB – Open Enrollment, pg. 124 OOB - Roster Page View for All Activities, pg. 115 OOB – Completion Status, pg. 110 TBD Merging SAW & HRMS accounts TBD User Profile clean-up across domains Core team is creating a script to load Informatica file to TLC that addresses clean-up *OOB – Out-of-the-Box – available in TLC **Sum. Total Reporting _Analytics 19. 3 Delivered Reports Guide

Agency Requests The Learning Center Reporting Need(s) Potential Solution Negative Reporting OOB – Eligibility Report, pg. 118 Manage Assignment/Compliance Tracking: - Comprehensive Assignment Reporting - Status of Approval Workflow Requests Waiver Requests Activities Analytics: - All Users/Usage - Location – determine where training is needed - Tracking modular progress OOB - Completion Status, pg. 110 You may also want to review Exception Detail by Activity Report (pg. 157) to understand number of attempts or Late Completion Count by Manager (pg. 119) Status available via Admin Icon & Mgr Dashboard TBD OOB – Activities Audiences report, pg. 19 OOB – Employee Recommended Interests, pg. 238 OOB – Activities Audiences report, pg, 19 *OOB – Out-of-the-Box – available in TLC **Sum. Total Reporting _Analytics 19. 3 Delivered Reports Guide

Agency Requests Continued The Learning Center Reporting Need(s) Potential Solution View Transcripts View on Manager Dashboard or Proxy User View Status of Approval Workflow Requests Access via Admin Icon View Assigned Training View on Manager Dashboard or Proxy User View Audiences Access via Admin Icon CEU and Certifications Access via Admin Icon Training available by competency/training plan TBD Open Learning Requests TBD

Extended Enterprise The Learning Center Reporting Need(s) Potential Solution License Management - User Account Info Report - User who haven’t accessed TLC in 90 days Copy & utilize report created for Care. Learn User Activity in TLC - User who haven’t accessed TLC/No Activity in 90 days Copy & utilize report created for Care. Learn

Examples of Out-of-the-Box Reports The Learning Center Completion Status by Activity - This report details completion status sorted by activity. pg. 110 in Sum. Total Reporting Guide Activity Audiences Report - This report provides an overall view of activities and what groups they are intended for. It details what groups are allowed to view the activity. Finally, it details what groups are already assigned to an activity. Pg. 19 in Sum. Total Reporting Guide Exception Report by Activity Detail - Pg. 160 in Sum. Total Reporting Guide Audiences - This report provides a list of audiences and associated or assigned learning activities. Pg. 43 in Sum. Total Reporting Guide Late Completion Count by Manager - This report provides the counts and percentages of users who have completed assignments or not completed assignments both before and after the due date. Pg. 119 in Sum. Total Reporting Guide Open Enrollment Report - This report displays the number of users registered or on waiting list for ILT (Instructor Led Training) Classes. Pg. 124 in Sum. Total Reporting Guide Eligibility Report - This Report displays the registration status of specific users for specific activities. These activities may or may not be assigned. All users within the designated audiences shall appear on the report whether or not they are assigned. Pg. , 118 in Sum. Total Reporting Guide Instructor Utilization Report - This report displays instructors and the number of activities they are teaching as well as estimated instruction times. Pg. , 231 in Sum. Total Reporting Guide Aggregate Performance by Quick Assessment, By User - This report displays the aggregate performance for specific user assessment attempts including activity names, scores, last attempt dates, manager, and employee information. Pg , 272 in Sum. Total Reporting Guide

How to Access Out-Of-The-Box Reports The Learning Center ØFollow directions in Sum. Total Reporting _Analytics 19. 3 Delivered Reports Guide, located on the project Share. Point site (look for Documents/Reporting Needs) ØWatch demo of Basic Reporting from 5/19 OCC meeting, stored in the Communications folder on the project Share. Point site (sort by created by date) Additional Information: Ø Advanced Reports (all docs) - https: //community. sumtotalsystems. com/p/do/si/topic=560 Ø OOB Reports - https: //community. sumtotalsystems. com/p/do/sd/sid=10102 Ø Dashboards (all templates) - https: //community. sumtotalsystems. com/p/do/si/topic=589 Ø Core Admin Guide / Configuring Dashboards pg. 370 - https: //community. sumtotalsystems. com/p/do/sd/sid=10047 9