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Enterprise Learninig Management (ELM) Administration

Learning Module

Abstract

This Enterprise Learning Management (ELM) System is a system used to track employee training and development activities such as classroom and electronic learning (eLearning) or external vendor learning events. This module is designed for new ELM Administrators who will use the system to create learning courses and track learning records of employees in their divisional areas. The module also covers the recent upgrade features of ELM. 

Enterprise Learning Management (ELM) is an online learning management system used to track training and development activities such as classes, electronic learning (eLearning), and vendor based events. This course is designed for new ELM Administrators at the State of Minnesota who will use the system to track activities for their respective divisional areas at their agency location. 

There are so many functionalities that ELM can be used for but not enough training around how to use the system. New ELM administrators may struggle with using the system because it isn't as user friendly. There currently isn't an ELM class offered for new administrators so this learning module is what I envision would be covered during a training class.

Learning objectives

By the end of this class, ELM administrators will be able to:

  • Recall what an ELM system is and what it is used for
  • Analyze how to determine whether a class should be entered into ELM 
  • Navigate to the Administer Class Roster page and identify components and functionalities of the page 
  • Distinguish between different types of Custom Reports
  • Identify steps on how to run a Data Extract in ELM report 
  • Recognize recent upgrade features of ELM
  • Demonstrate entering a catalog course, eroll learners, and run a Data Extract in ELM report

Learning Management System (LMS)

For the Participant

Watch the following videos about learning management systems.

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Comment: What are implications for why organizations would utilize a LMS?

Update: Research an LMS system and explain the features that it has, including its benefits and limitations.

For the Instructor

The purpose of this module is to get administrators familiar with what a learning management system (LMS) is and the functionalities it has such as:

  • Reduction of travel and administration costs associated with delivering in-person training
  • Automation of grading assignments and quizzes with instant results, saving educators' time spent on grading that normally can take days to weeks
  • Ability to create online courses and training courses that track
  • Ability to organize and obtain statistics and reports
  • Ability to facilitate online collaboration with other learners
  • Allowing learners to access content anytime and anywhere

This will allow you to transition easily into the next section which will go over Enterprise Learning Management (ELM), a type of LMS. 

What is ELM?

For the Participant

ELM is a type of learning management system that is used to track employee training and development activities such as classroom training, electronic learning (eLearning) and external vendor learning events.

  • Who has experience using ELM either as an administrator or end user?
  • If you have experience using ELM, write down whether you were an administrator or end user, how the system was used, and what you liked and didn't like about it
  • If you do not have experience using ELM, write down any experience you may have with an electronic learning system or with online learning

 Comment: ​How does ELM fit into your role and how do you envision using it?  

For the Instructor

The purpose of this module is to familiarize learners with the functionalities of the ELM system, a type of LMS system, get them thinking about how they will use the system in their roles, and draw upon their previous knowledge about the system.

Functionalities of ELM include the ability to:

  • Track employee training and development activities such as classroom training, eLearning, and external vendor learning events by entering a catalog item (course) and activity (class)
  • Mark grades and attendance for a class 
  • Update learner statuses for a class
  • Send notifications to learners about a class
  • Run various learning reports to obtain class data
  • Create query based learner groups and enroll specific learner groups into a class or make a class visible only to that learner group
  • Enter instructors, facilities and equipment for a class

Draw on the previous knowledge and experience of learners by determining what they know about ELM or an LMS System.

Ask whether learners have experience using ELM or an LMS before at an organization. For those who have experience, ask them to write down whether they were an administrator or end user, how the system was used, and what they liked and didn't like about the system.

For those who do not have experience using ELM, ask them to write down any experience they may have with using an electronic learning management system or with online learning. 

Determine Whether a Class Should be Entered into ELM

For the Participant

Review this article on components of a training assessment. Due to results of an assessment, training can be determined as an outcome to address or solve organizational issues. However, not all training classes should be entered into ELM. It should be tied to the needs of the organization and the best fit for the type of learning activity.

The following chart provides considerations for determining whether a class should be entered into ELM. Analyze reasons for why each of the following considerations are important by completing the following chart:

Consideration

Reasons why consideration is important
Why training class is being created  
Class relation to the needs of the organization  
Organization tracking needs of the class  
Others involved in the process from your organization   
Benefits of having a class in ELM  
Limitations/challenges of having a class in ELM  
Learner audience  
How class will be communicated to learning audience  
Title and description of course  
Owner and administrator of the class  
Length of time class will be made available in ELM  
Difference between ELM class components based on type of class entered (i.e., classroom, online learning, webinar)  
Reporting/tracking of class data after live in ELM   

Comment: After analyzing the ELM considerations, what are justifications for entering a course in ELM? what are justifications against entering a course in ELM?

For the Instructor

The purpose of this module is to have learners analyze considerations for determining whether a class should be entered into ELM.

Ask the learners to complete the chart provided to them to further their thinking about reasons why each consideration is important.

Have a class discussion after about the reasons why each consideration is important, tying concepts into their role as an ELM administrator. 

Maintain Courses and Classes Pages

For the Participant

Login into Self-Service. From the Main Menu tab, navigate to the Maintain Courses page, select the Enterprise Learning folder, select the Catalog folder then select Maintain Courses.

A catalog item (course), delivery method, and activity (class) needs to be created and set in an active status before a class can appear in ELM for learners to enroll in.

Once a course has been entered into ELM, you can search for the course through the Maintain Courses page by typing in the beginning of the course code which is based on the naming convention of your agency. Searching the beginning of the course code will display all of your agency's courses that have been created. In this example, the course code used is G46. You can click on the column titles to filter the results alphabetically. 

​​​A class contains two components: the catalog item (course) and the catalog activity (class) needs. When you search for a course, the following page displays with course information in three tabs: Course Details, Attributes, and Delivery Method.

When you select the Delivery Method tab, you can navigate to the Maintain Class page. The following page displays with class information in five tabs: Class Details, Learning Component, Completion, Materials/Attachments, and Class Costs.

Comment: How can a class entered in ELM be used to meet multiple needs of the organization?

For the Instructor

The purpose of this module is to familiarize learners with navigating the Maintain Courses and Classes Pages in ELM such as: 

  • Searching for a course using the beginning of an agency code
  • Understanding components and of the Maintain Courses and Classes pages
  • Navigating between the Maintain Course page to the Maintain Classes page

Demonstrate to learners how to navigate to the Maintain Courses page and how to search for courses as they follow along for hands on experience.

Have a discussion with learners about how classes created in ELM can be used to fit meet multiple needs of the organization. Have learners consider the following questions:

  • What purpose is this class being created for?
  • How can ELM be used to track data of classes that can be used to improve the organization?
  • How much does having an online class in ELM save the agency in training and administrative costs? 
  • What type of environment will the learning occur in? (i.e., classroom based learning, online training, webinar, etc.)

Using the Activity Roster

For the Participant

Login into Self-Service. From the Main Menu tab, navigate to the Administer Class Rosters page, select the Enterprise Learning folder, select the Learner Tasks folder then select Administer Class Rosters.

On the Administer Class Rosters page, you can drop learners from a class or move them into another class offering in the future. For classroom based classes, you can print a class roster of attendees to use as a sign-in sheet. 

On the Grades and Enrollment page, you can make changes to a learner's grade, attendance, or score and add comments. 

As an ELM administrator, you may receive emails from learners that involve getting something adjusted in the activity roster. 

With a partner, discuss the following questions:

  • What components are in the activity roster and their uses?
  • What functionalities does the Enrollment Status page provide?
  • What functionalities does the Grades and Attendance page provide?
  • How do the catalog components of the roster differ based on the type of class created (i.e., classroom, online learning, webinar)
  • What are potential learning record issues that need correction through the activity roster and what page of the roster would the correction take place in?

Comment: What example scenarios would you encounter where you would navigate to the Administer Class Roster page to make an adjustment to a learner's record or utilize other functionalities of the page? ​

For the Instructor

The purpose of this module is to familiarize learners on how to navigate to the Administer Class Roster page and learn the components and functionalities of the page. 

Demonstrate to leaners how to navigate to the Administer Class Rosters page and the features of the page as they follow along for hands on experience. 

Have learners work with a partner to discuss questions around:

  • Components of the Administer Class Rosters page as a whole 
  • Functionalities of the Enrollment Status, Grades and Attendance, Learner Details pages
  • Potential learning record issues that would need to be addressed through the activity roster and what page of the roster it will occur in

Refining the Activity Roster and Enrolling Learners Into a Class

For the Participant

Now that you've learned the basics of the Administer Activity Roster page, you will now learn how to refine results that show in the roster and enroll learners into a class. 

Review the Refining Activity Roster document on how you can filter results shown in the roster.

QRG_Admin_Refining_Activity_Roster.pdf

To enroll learners into a class, select the Enroll button at the bottom of the roster table. 

Select the magnifying glass next to the Learner field to search by name, Employee ID field or other search fields available. 

Comment: Why is it useful to be able to view multiple learner statuses for a class and not just only those who are enrolled?

For the Instructor

The purpose of this module is to build upon the concepts and knowledge learners have learned and gained from the last module when they were first introduced to the Administer Activity Rosters page.

In this module, learners gain a deeper understanding about the Search Options page where individual learning statuses can be searched or all results for a certain learner status such as:

  • Enrolled
  • Completed
  • In-progress
  • Pending Approval
  • Waitlisted
  • Dropped

Have a class discussion on why it is useful to be able to view and filter for multiple learning statuses, such as:

  • Ability to obtain breakdown of learning status data statistics such as how many learners are enrolled, completed, in-progress, dropped, etc. 
  • Ability to enroll a learner who is waitlisted as soon as someone drops their enrollement from a full class
  • Ability to view learners who still need supervisor approval before being enrolled into a class (if class is set up with prior approvals) 

In this module, learners also learn how to enroll learners through the activity roster and search learners by name, employee ID, or another field available.

Learning Reports

For the Participant

In the Custom Reports folder in ELM, there are multiple reports that can be ran.

The following table lists the various types of reports located in Custom Reports.

 

Custom Report Name

 Description of Report
Data Extract in ELM Includes completion status for all learners at an agency.
Learner Transcript All Shows the current learning record for a learner: learning type (including supplemental learning), course name, code, status, duration and continuing educational units.
Approval Reports Reports on Pending Approval statuses such as, (1) Pending Approvals: Learners require either a supervisor's approval or a special approver. (2) Missing reports for approval: Learners enrolled in a course do not have a 'Reports To' designated in employee system of record.
Summary Reports Shows overall training - all items and activities, total attendance, and duration. 

Navigate to the Data Extract in ELM report page. The Data Extract in ELM report is a report that is commonly ran by administrators. Various report criteria can be chosen to customize reports.

Comment: Name two reports you would find useful to run for ELM classes you will be managing and answer the following questions:

  • What data can be provided in each report?
  • How do you envision using the data in the reports you run?
  • How can you further customize the reports to display only the information you want?

For the Instructor

The purpose of this module is to understand the concepts of reports that are available in the Custom Reports folder in ELM in order to be able to run a Data Extract in ELM report later. 

Explain to learners the following reports found in the Custom Reports folder and their purposes:

  • Data Extract in ELM: Includes completion status for all learners at an agency.
  • Learner Transcript: Shows current learning record for learner: learning type (including supplemental learning), course name, code, status, duration and continuing educational units.
  • Approval Reports: Reports options in a Pending Approval status (1) Pending Approvals: Learners require either a supervisor's approval or a special approver. (2) Missing reports for approval: Learners enrolled in a course do not have a 'Reports To' designated in SEMA4 (employee system of record).
  • Summary Reports: Shows overall training - all items and activities, total attendance, and duration.

Demonstrate to learners how to navigate to the Data Extract in ELM report page and the features of the report such as the reporting criteria that can be selected. 

Running a Data Extract in ELM Report

For the Participant

1. To run a Data Extract in ELM report, navigate to the Custom Reports folder.

2. Select Data Extract in ELM. 

3. Select the Search button. 

4. Select the magnifying glass icon next to Activity Code. In the pop up window, look up the class code, select the Look Up button and select the class once it populates.

5. You will be brought back to this screen. Select report criteria and select the Run button. 

6. Select the Report Manager link.

7. Select the Administration tab. When the report completes, select the Data Extract link to open the report. The report will open as a .csv file. You can choose to save it as that or as an Excel file. 

Comment: What do you view as pros and cons of the Data Extract in ELM report in your observations so far? Is there anything you wish the report had that it currently does not include?

For the Instructor

The purpose of this module is to expand the concepts of what learners know so far about learning reports. You will demonstrate to learners how to run a Data Extract in ELM report as they follow along. Learners will then be able to run a Data Extract in ELM report as part of their final project. 

Demonstrate to learners how to run and view a Data Extract in ELM report as they follow along for hands on experience.

Have a discussion with learners with the following questions in mind:

  • Are there any confusing aspects about running the report or the report itself?
  • What aspects do you like about the report? 
  • What improvements can be made to the report?
  • Are there any additional criteria you would like to have as an option in the report? 

ELM Upgrade Features

For the Participant

There has been a recent ELM upgrade to version 9.2. Watch the ELM Upgrade Video for more details about the changes. Knowing the new features and functionalities of the new version will help you better support leaners who may reach out to you about upgrade or system navigation questions.

Media embedded July 31, 2017

You may provide the following ELM Learner and ELM Manager Quick Start Guides about the new upgrade features to learners at your agency: 

elm-learner-quick-start-guidev1_tcm1059-294348.pdf
elm-manager-quick-start-guidev1_tcm1059-294349.pdf

Comment: After watching the ELM Upgrade video, answer the following questions:

  • What do you like about the newest version of ELM?
  • What are areas of improvement for future upgrades? 
  • What questions from learners do you anticipate receiving? 

For the Instructor

The purpose of this module is to inform administrators about the recent ELM upgrades so that they will be able to assist learners who may go to them with questions about the recent upgrade and/or navigation of the system. 

Learners will watch an ELM Upgrade video to get an understanding of the new features and functionalities of the system since the upgrade, and to gain a sense of what changed from the previous version. Learners will also determine what they like about the system since the recent upgrade and what can be improved for future upgrades. Have learners share with the class what they came up with and write down ideas or suggestions that they come up for improvements to ELM to review as a potential request for ongoing improvements to the system.

ELM Survey

For the Participant

Complete the ELM Survey to gain an understanding of your knowledge and comprehension of the content discussed in the modules.

For the Instructor

The survey will provide data about the learners' knowledge and comprehension about ELM content discussed in the modules.

Based on the results, determine areas that may be confusing or where additional clarification about processes can be provided to learners.

Create a Catalog Course and Class, and Run a Learning Report

For the Participant

Now that you've learned about ELM and its components and functionalities, it's your turn to apply what you've learned into a final project. 

Project: For your final project, you will enter your own catalog course and class, enroll at least 5-10 learners, and run a Data Extract in ELM report. 

In your handouts for today, you will find a Quick Reference Guide (QRG) on Creating a Catalog Item and Activity that you can use to follow along as you enter you course and class.

QRG_Admin_Creating_Catalog_Course_and_Class.pdf

Keep in mind that a catalog item (course), delivery method, and activity (class) needs to be created and set in an active status before a class can appear in ELM for learners to enroll in.

When you are finished adding your course and class, enroll at least 5-10 learners from your agency into your class. Once learners are enrolled, you will have data to run a Data Extract in ELM report on your class. 

You will be graded on the following rubric:

ELM_Final_Project_Grading_Rubric.pdf

Comment: Reflecting on what you have learned about ELM so far, what features of ELM do you think you will use the most and least in your role? What features do you wish the system has that it currently does not and why?

For the Instructor

The purpose of this module is to allow learners to apply the knowledge they learned from each of the modules through practical experience of entering their own catalog item (course) and activity (class), enrolling 5-10 learners into a class, and running a Data Extract in ELM report.

Provide learners with the Quick Reference Guide (QRG) handout on Creating a Catalog Item (course) and Activity (class) that they can use to follow along as they enter their course and class. Learners will use the knowledge they learned from the previous modules on how to enroll learners and run a Data Extract in ELM report.

Learners will be assessed based on the following grading rubric:

ELM_Final_Project_Grading_Rubric.pdf

Provide feedback to learners upon review of their final project and recommend suggestions for any improvements.