LMS Guide for System Administrators

30 Pages·2017·4.98 MB·English

by  Gabe Aponte

LMS Guide for System Administrators
Access LMS at sanmateocounty.csod.com
Learning Management System User Guide for
System Administrators
Last updated 1/25/2018

The latest version of this manual can be found at:
http://hr.smcgov.org/learning-management-system-lms
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Table of Contents

This Guide is intended to help LMS System Administrators navigate LMS Administrator tools and carry out
routine system administrator tasks. It includes step-by-step guides on how to carry out an Administrator’s
most frequently carried out tasks, specific year-end tasks, and resources important to LMS Administrators.

Topic Page
LMS Administrator Roles & Responsibilities……………………………………………....…………………………………………………..4
LMS Power User Group……...…………………………………………………………………………………………………………………...……..4
Logging into your Administrator Account………....................................................................................................5
Administrator Tools Navigation............................................................................................................................6
Searching for Users…………....................................................................................................................................7
Looking Up User Transcripts…………………………………………………….…………..….........................................................8
Creating & Managing Events + Sessions………………..……………………………………………………………………………………9-13
Closing a Session…………………..……………………………………...………………………………………………………………………………14
Learning Assignment Tool……………..……………………………...…………………………………………………………………………15-17
Running Your Department’s 20-Hour Training Report…………………………….........................................................18
How to Capture All Employees (Add Zeroes) to Your Department’s 20-Hour Training Report………..................19
Creating a Material………................................................................................................................................20-21
Creating a Curriculum………...........................................................................................................................22-23

Resources:
HR Training & Development Staff Contact Information…………………………………………………………………………………24
List of Department LMS Administrators........................................................................................................25-26
Frequently Asked Questions / LMS Administrator Resources…………………………………………………….………………….27
LMS Terms/Glossary...........................................................................................................................................28
San Mateo County’s 20-Hour Training Policy................................................................................................29-30

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For LMS Administrators

LMS Administrator Roles & Responsibilities

The County uses a Learning Management System (LMS) to record and track trainings and other
events attended by County employees. LMS is also used to track compliance with the County’s 20-
hour training policy.
LMS Administrator roles and responsibilities include, but are not limited to:
• Serving as the primary contact for LMS support for their employees
• Initial application support and troubleshooting for end-users
• Conducting regular and on-going user/system maintenance (e.g., transcript management
and learning assignments)
• Creating and managing any department-sponsored training
• Conducting initial training on LMS for new administrators and upon request for end-users
• Running reports, as necessary

LMS Power User Group (PUG)

The LMS Power User Group (PUG) is made up of professionals who act as LMS Administrators,
providing LMS technical assistance to their department’s employees.

PUG meets bimonthly to share and discuss issues pertaining to LMS usage and overall system
administration, with topics including (but not limited to):
• LMS updates/releases/patches
• Share best practices
• Updates/resolutions to system issues
• Open forums/Q&A
• New feature/navigation demos
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For LMS Administrators

Logging into your LMS Admin Account

Logging into your LMS Admin account is easy and can be accomplished in just
a few steps!

1. Go to sanmateocounty.csod.com on a computer connected to the internet. Select the My
Career Development Site.
2. Enter your administrator account username (The one containing “admin” in it) and password.
Then click the Sign In button.
• Note: Your LMS Administrator account is separate from your regular LMS account that
you access through OKTA. You will be directed to the LMS homepage.

3. You will be directed to the LMS Homepage.
What if I forgot my LMS Administrator account password?
Call the HR Training & Development Team (See page 24 for contact information)
OR email [email protected]
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For LMS Administrators
Administrator Tools Navigation

As an LMS Administrator, you have several tabs in your navigation bar unique to administrators
only. This section will cover some of the most often used administrator tools in three of the most
often used tabs.
Administrator Tab Overview

ILT– Instructor Led Trainings
• Manage Events & Sessions -This section is where you start when
you want to search for, create or edit any events or sessions. Other
tools include viewing waitlists and interest tracking.
• Vendors & Instructors - View a list of vendors used by the County
and a list of instructor details and contact information for each one.
• Facilities & Resources - View and search through a list of venues
used for County training courses.

Admin - Administrator Tools
• Tools - This section allows administrators to customize the look of
your department’s LMS homepage.
• Catalog - Create and manage all training courses that have been
created. Allows for the creation and management of events,
sessions, curricula, certificate programs, materials, tests, and other
training session materials.
• Knowledge Bank - This section allows you to create centralized
pages to store all materials related to a specific training or program.
• Email - Allows administrators to create and edit customized emails
to be sent out when people enroll or changes occur for their training.
• Users - This section allows you to search for a user in LMS by
Name, Employee ID, Manager, and email.
• Learning Assignment Tool (Replaced Proxy Enrollment Tool) -
This tool allows administrators to directly add individuals to classes,
overriding any approval mechanisms or course capacity constraints.

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For LMS Administrators
Searching for Users

Often times, an individual employee will reach out to their Administrator with questions regarding LMS or specific
trainings. To search for specific employees, follow the steps below:

1. Access LMS via your LMS Administrator account.
2. From the LMS Home Page, go to the Admin Tab and select Users.

3. There are a variety of options for searching users, but usually you will search by Name, User ID, or Email. When you
have entered the information, click Search.

4. The results will populate below and include user names, user IDs, Status, Identifier (Department), Manager, and
Approver. There is also an Options menu that allows administrators to change user’s passwords and view transcripts.
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For LMS Administrators
Looking Up User Transcripts

Employees will often ask Administrators about the status of a class they are trying to take or have taken recently. In
LMS, a user’s transcript holds details of trainings an employee has registered for, been approved for, requested, and
shows the aggregate amount of training hours completed for the current fiscal year. To access a user’s transcript, follow
the instructions below.

1. Go to the Admin tab and select Users.
2. Search for the employee, then navigate to the options dropdown menu (the column farthest to the right).

3. The transcript page shows a variety of information on the employee’s training history. By default it shows the trainings
the employee is enrolled in and their status.
• Trainings that have been completed are hidden by default, but can be shown by modifying the filters at the
top of the page from Active to Completed.
• External Training can be added via the options menu at the top right (See User Guide for how to guide
employees on what qualifies as external training and how to enter it into LMS properly)
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For LMS Administrators

Create a New Event

In LMS, an Event is an instructor-led title. Events contain the title, properties, course description, and other information
specific to that title. A Session refers to an occurrence of the class. Creating a new event involves a few steps.

You would create an event and session to open up registration for a future event, or to enter historical attendance
information for a training that already happened. You can also use it to enter external trainings for groups of individuals.

1. Under the ILT tab, select Manage Events & Sessions

2. From this page, you can search for existing training events, or create new events by clicking on Create New Event
below the search boxes.
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For LMS Administrators
Create a New Event (Cont.)

3. You will be taken to a 3-step event creation wizard. On the first page, enter all course details. Some of the fields are
mandatory, others are optional. If you attempt to move to the next page without filling one of the mandatory fields,
you will receive an error message. At a minimum, you should include the following fields: Event Name, Instruction
Hours, and Subject. When finished, click Next.

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