LMS Admin Interface - User Management

Under LMS Admin Management, Admin can perform following activities - 

Search, View and Edit for the user profiles:

• Admins' can search for the user profiles through various types of inputs - UserID, email-address, Last Name, First Name, Middle Name, Role ID, Supervisor ID, City, State, Country, Domain, Profile Status, Department and many more. Other input fields can be added to the page by 'Add/Remove Criteria' feature.
• User profiles can be seen in either 'View' or 'Edit' mode. Profiles can be viewed in read-only mode in 'View' mode. Changes to the profiles can be done by 'Edit' mode.
• Admins can assign learning items to the selected users by adding them in 'Edit' mode.
• Other modifications to user profile (change names, Supervisor ID, etc.) can be done in 'Edit' mode.

Assignment Profiles: Assignment Profiles are the easiest, more powerful way to assign learning items, curricula, catalogs, roles, or ongoing review processes to users. Updates will be appended to the user profiles after the propagation of assignment profiles.

• Multiple users will be benefited with a single assignment profile.
• Saves time and admin efforts.
• To use this effectively, Assignment Profiles propagation should be made automatic. This can be done by configuring and implementing the Assignment Profile Synchronization automatic process.
• Before propagating the assignment profiles, it should be ensured that domains, attributes are correct.

Job Positions, Organizations, Organization Groups, Regions: 

• Job Positions are the easiest way to assign competency profiles, curricula to the user profiles. Apart from Assignment profile creation/propagation, Job Positions method should be preferred if learning item profiles assignment is based on job positions. Job Positions are simple method of assigning curricula and competency profiles, when compared to Assignment profiles.
• Organizations contains group of users created individually by the admins (Course Owner/ Coordinator) to monitor the users competency progress. Using organizational concept benefits the coordinator to track large users. Admins (Coordinators) can add/remove items from the user profiles based on organizational requirements. 
• Organizational Groups is a grouping of organizations that have a unique functionality. Multiple business units can be grouped together to form a organization group. These groups can be used even in assignment profiles.
• Regions are used to associate users, facilities, and instructors. Instructor details related to scheduling offerings can be retrieved based on regions.

Tools in User Management Wizard:

• Learning Event Recorder: This tool is used to provide complete status to users. Admins/Coordinators use this tool to provide completion status of learning items, scheduled offerings, and External Events. By doing this, the required item will display in user's Learning History along with completion date and time-stamp. Using this tool, admin/coordinator should input course id/segment id and then in the next page, user details, completion date, time-stamp are required to record this complete status.
• Learning Event Editor: Learning Items (Items, scheduled offerings, GSOPs) completion date, time-stamp in Learning History cannot be edited even by the coordinators/admins due to validation restrictions. But in some cases, Completion date, time-stamp can be edited using this tool. Else, there is another process: the wrong dated time-stamp completion status should be changed from credited to non-credited status. Another duplicate record of the same item can be recorded with new date, time-stamp using Learning Event Recorded tool.
• Merge Users: This tool is used to copy the records from old profile to new profile. For example who rejoined the organization after certain period of time, he/she can raise a Merge User request to transfer the details of old profile to new profile. Old profile cannot be made active and he/she should use the new user profile. Using this tool, reduces the efforts of the user that is going to be spent on the completion of same learning items. When this tool is activated, user summary, learning history items, Items that are in-progress, scheduled offerings, Requests, order information will be copied to new profile.
• Send Notifications: This tool is used to send notifications to users based on items, curricula, scheduled offerings, and class. Notifications can be sent to users by selecting appropriate email template, selecting users based on completion status, registration status. For example: notifications (Completion template/non-completion template) will be sent to users informing that assigned items need to be completed.
• Supervisor Assistant: This tool is used to tag employees of one supervisor to a new supervisor. For example, users belong to one supervisor who had left the organization recently, all users' new supervisor will be updated by this tool in a single stretch. All users' supervisor field will be updated and his faster than updating the supervisor id for all the users under User Management > Users. All affected users will be updated in an ease.
• User Needs Mgmt: This tool is used to record the learning needs of user. Admins/Coordinators are used this to add/remove competency profiles, items, curricula, competencies, Job-related curricula, job-related competency profiles, to user. Users have the facility to provide their feedback of any completed e-learning course through surveys. Such surveys can also be removed using this tool.

Practical Issues:

Case-01: Users unable to assign learning items to their profile.

Admins/Coordinators are having the privileges to assign the item(s) to users' Learning profile from LMS admin interface. In some instances, restrictions will be imposed on admins not to perform. Instead, they can contact the course owner (Coordinator) to assign binding to validated regulations of the organization. Following actions will be performed:

1. Coordinator has to search for the user profile under 'User Management'.
2. Open it in 'Edit' mode.
3. Click on 'Learning Plan' tab.
4. Search for the item id/course id from the search box available in the page.
5. Add the course to user learning plan.

Case-02: How to change user preferences.

User preferences can be updated by the users' itself from their user interface after logging into their profiles. Admins can also do from LMS Admin interface by logging into user profile, selecting 'Preferences' tab under 'User Management'. Admins are privileged to perform this activity upon user request.