NIH Best Practices Using the HHS Learning Portal (LMS) Michele - - PowerPoint PPT Presentation

NIH Best Practices Using the HHS Learning Portal (LMS)

Michele Schwartzman, OHR, NIH LMS Functional Lead/NIH Training Center Program Manager Workforce Support and Development Division Thomas Holscher, OHR, NIH LMS Technical Lead HR Systems, Analytics, and Information Division

Agend enda

• Overview of NIH Enterprise Directory (NED)

and HHS Learning Portal (LMS)

• Data Feeds
• Manager Data Feed
• Servicing Administrative Officer (AO) Data

Feed

• Import External Course Completions into

the LMS Data Feed

• Dynamically Maintained Audience Types
• LMS Support Resources

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Wher here do e do we e start?

Brainstorm

• LMS Team Think

Tank

• LMS Advisory

Group Member

• Any NIH

stakeholder

Enter idea into the NIH Advisory Group Change Request (CR) SharePoint site Bring CR to LMS Advisory Group for discussion & vote If approved, CR moves to the HHS Change Control Board for consideration If approved, the NIH LMS Team works with our vendor, General Physics, to implement!

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Bes Best Practices ces U Using t the he HHS S Lea earni ning P Por

• rtal

(LMS)

4

Overview N NIH E Enter erprise se Direct ectory y (NED) an and H HHS L S Lear earning g Por

• rtals

s (LMS MS)

5

NIH En Enterprise D Direct ctor

• ry

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Learning Manag agem emen ent Sys ystem F Fields

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Man anag ager D Data a Feed eed

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Mana nager er D Data Feed eed

Problems

• “Manager” field in LMS was populated with the last ITAS timecard approver
• Employee’s direct supervisor may not even know they registered for a

course that requires payment at the NIH Training Center

Best Practice

• Created a NED “Manager”  LMS “Manager” data feed
• With Manager approval in place, they are now aware of employee training

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Ser Servi vici cing A g Administrative e Office cer (AO) D Data a Feed eed

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Ser Servi vici cing A Adm dministrative O e Officer cer ( (AO) Data Feed eed

Problems

• Additional Approver for Orders (AAOs) in the LMS

were not being kept up to date with staff changes

• Approval of training orders were severely impacted
• Help Desk tickets soared
• Local Learning Registrar course was required

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Ser Servi vici cing A Adm dministrative O e Officer cer ( (AO) Data Feed eed

Best Practices

• Created a NED “Servicing AO”  LMS “AAO” data feed
• Automated process provides a hands off experience
• Admin Permissions: Registrar role is automatically assigned
• Training: “HHS Learning Portal: Completing AAO Functions

as an Administrative Officer” (online module)

• Report: “NIH Missing NED Servicing AOs by Org”

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Wha hat Our ur St Stakeho eholder ers H Have e Sa Said…

• NHGRI
• “The beauty of this solution is that it works seamlessly. It’s a lot easier to manage now

that we don’t need to send in updates whenever an AAO changes.”

• NIAID
• “The 90 day pilot was a seamless transition for us! The transition has made our

approving order help requests decrease dramatically!”

• NCATS
• “Everyone should join in. This really helps ensure data integrity!”

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Tying i g it Tog

• gether

er – NED Data Feed E eed Effici cienci cies es

• Improved NIH Training Center Approval Process
• Training registrations (orders) have accurate approvers
• Process Efficiencies
• Created a hands off experience with the LMS
• Reduced errors in the LMS
• No longer needed to guess who approved the order at the first level
• No longer need to manually update approvers in the LMS

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Impor

• rt Ex

Exter ernal nal Co Cour urse e Com

• mpletions

s into t

• the L

e LMS

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Imp mport Exter erna nal Cou Course e Com Completions i into t the he LMS

Problem

• Training data which is taken outside of the LMS needs to be imported into the LMS to

support the HHS effort to have one system of record for training data and compliance with OPM reporting requirements.

Best Practice

• Data feed has been established to automatically load external completions into the

LMS with a data file

• Completions will be reflected in employee’s LMS transcripts
• Flexible, agile, portable data feed
• Report: HHS Completions by Org Report

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HHS T Training g Com

• mpletion
• ns by O

Org R Repor

• rt

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Dynam amically M y Mai aintained A Audience ce Types es

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Dyna namically Maintained A Aud udience T ce Types es

What’s an Audience Type?

• Folder that keeps a specific group of people in it for separate reporting purposes

Problems

• Previously, IC Audience Types were manually maintained by organizational code (HN% for NIH)
• No method for reporting on NIH Managers/Supervisors for mandatory training

Best Practice

• Framework created to any automatically maintained audience types by overnight script
• Currently use cases
• Reporting on Mandatory Training
• HHS Mandatory Training by Audience Type Report (developed by NIH)
• Register targeted staff for trainings

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NIH Su Supervi visor

• rs A

Audience ce Type

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LMS Su Support R Res esou

• urce

ces

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LMS S Su Support R Res esou

• urces

ces

• NIH LMS Support Page (NIH login required)
• Reference Guides
• Course Manuals
• How to Videos
• Instructor Led Training (LMS Administrator Program)
• NIH Training Center
• HR Systems Support Help Desk

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Contact Information

Michele Schwartzman

• NIH Training Center & NIH OHR

HRSAID

• Michele.Schwartzman@nih.gov
• 301-594-8466

Thomas Holscher

• NIH OHR HRSAID
• Thomas.Holscher@nih.gov
• 301-435-6637

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