My Learning Link User Guide

Transcription

1 My Learning Link User Guide Log in My Learning Link Change System Language Search Training Request Training Check Transcript Status Complete On-line Evaluation Search & Request Curriculum Manager Approves Staff s Training Request Manager Checks Team Training Status Manager Assigns Training to Staff Record External Training Explanation of Key Terms (Learning Object) System Help Notes: Some policies and processes in this document may only apply to staff in China.

2 1. Log in My Learning Link You can log in My Learning Link directly via You can log in Swebi first, and click on the tab of My HR Link in bottom left. Then you can find My Learning Link entrance as below. When logging in My Learning Link for the first time, the default password is SESA ID. You will be asked to change your password after logging in for the first time. If you forget password, please click Forgot Password on the log-in page, system will send you an with the new password. 1

3 2. Change System Language Click Language English or My Account on top right on your home page. XX Choose the language you need (for example, Chinese (China) ) and click Save. Go back to the home page, click Log Out to log out the system, and log in again, then the language change will become effective. 2

4 3. Search Training In 2013, you can still search training courses via SLIC E-Catalog: Or you can log in My Learning Link, and click Search for Training in the home page. In the page of course searching, you can select the language needed. For example, if you choose Chinese in the Language selection box, you can get a list of all courses that use Chinese in the training. If you know a specific training course, you can search the course by the course title as well as the training location, for example, Beijing, Shanghai, Guangzhou, etc. The tab Subject also can help you to search for different subject of training course, for example Cross Functional, Personal Skills, etc. If you need to search different type of the training course, choose the training type first. For example, if you need in-class training, please select Event ; if you need E-Learning, please select Online Class ; if you need a training program, please select Curriculum. Please note that applying for a Curriuclum will need your line manager and HRBP s approval in the system respectively. 3

5 For example, if you want to search an in-class course named Problem Solving which is located in Beijing, please follow the process as below. If you want to search an E-learning course, select the tab of Online Class only, and click on Search. 4

6 4. Request Training To request an E-learning course, select Online Class, key in course title, select language/subject, then click Search. When the search results display as below, click the course name you are interested in, you will see detailed information of this course in the popup page. Most of E-learning courses are free so no approval is needed. If you want to take an e-learning, please click Request at the bottom right, system will direct you to the Transcript Page and course status will automatically change to Approved. Then click Register, status will change to Registered. Now you can click Launch to start the course at any time. The system will automatically record your actual learning hours. Please note that only after you fully complete the course and the status in transcript becomes Completed, your learning hours can be effectively recorded. 5

7 To request an in-class course, please select Event, key in course title, select language/subject and then click Search. When the search results display, click the course name you are interested in, you will see detailed information of this course in the popup page, such as price, session details, etc. Choose a session that you would like to request, click Request on the right side of the page. System will direct you to the Transcript Page and course status will change to Pending Approval. Please note that requesting an in-class public course needs to be approved by line manager, while requesting nominated course and curriculum needs to be approved by both line manager and HRBP in the system. 6

8 Meanwhile, a Training Approval Notification will be automatically sent to your line manager to inform him/her about this request and copy you. Please see the following screenshot. After your line manager approves the request, an will be sent to you to notify that you have successfully registered for this course. 7

9 All In-class courses have a maximum attendee number. If the session you request has reached that limit, you will be asked by the system whether you want to be put on the waitlist. L&D Operations team will determine whether to add new session according to the number of requesters on waitlist. If the session you ve successfully registered could not reach the minimum class size, the session might be cancelled, and an will be sent to you to inform that cancellation. You need to choose other available sessions of this course and request again, which needs your line manager to approval as well. 8

10 5. Check Transcript Status You can easily check all your training s status in the system. Click Learning - My Courses at the Home Page. When entering Transcript Page, you could find all your courses status. As shown in the following screenshot, if an event s status is Pending Approval, that means your manager hasn t approved your request yet. If you would like to cancel this course, please click Withdraw at the right side. Click the course title in Transcript Page, you could check the detailed information of this course and the approval history. 9

11 After your request is approved, the course status will change to Registered. If you would like to cancel that course later, please click Withdraw on the right side. Please note if you withdraw the course more than 5 days before the training there will be no charge to you. If you withdraw the course within 5 days before the training you will be charged for 100% of training fee. After you ve successfully registered a course, you can add this course into your Lotus Notes calendar. Please click that registered course in "Transcript" to go to the course details, then click Add to Calendar. Click Open in the popup page and then OK. 10

12 Success! Then you can see that the training has been added into your calendar. 11

13 6. Complete On-line Evaluation For all in-class training courses, you need to complete an on-line evaluation. When you finish an in-class course, an will be sent to remind you to do the on-line evaluation. You can log in the system from the link in the . Or you can finish the evaluation in Transcript page by clicking Evaluate. Please note that only if you finish the on-line evaluation, the course status will become Completed. Otherwise, the course status will always stay as Pending Evaluation, which will impact your actual learning hours. 12

14 7. Search & Request Curriculum A Curriculum is a combination of several events/courses with a specific training subject. If you want to request a Curriculum, please note that you have to request that whole Curriculum at one time. You cannot separately request any of the events in that Curriculum. We suggest you to discuss with your Line Manager and HRBP first and get their agreement before you take action in the system. Login My Learning Link and then click Search For Training. Please select Curriculum in Learning Object type options and Chinese (China) in Language options, and then click Search. Then you can choose and request the Curriculum you are interested in. For example, now we would like to request the Curriculum KAM Essential. Click Offer Marketing Fundamental (China) in the search results. 13

15 The popup page shows detailed information of this Curriculum including the general description, structured events and price. Click Request at the bottom right, then the course status will change to Pending Approval. Now please check My Courses Page, you will see the status of the Curriculum you ve just requested is Pending Approval. This request will need your Line Manager and HRBP to approve respectively. Once your manager and HRBP approve your request, you will receive a notification . Then please enter My Courses page again. 14

16 Now you will see the status of that Curriculum becomes In Progress. Please click Manage in options. The left side of the next page will list all the events in that curriculum. Some events are Pending Prior Training because the curriculum is set with a learning sequence and you have to complete all the events one by one in that curriculum. After you complete the 1st event, the 2nd event s status will change to Registered automatically. The right side of the page will show Select Sessions. After click Select Sessions, the page shows all the available sessions. You can choose and request a proper one. 15

17 After clicking Request, the status will change to Registered. You will receive a system notification of that training session. Please attend the training on time. If you have to cancel this session, please click Withdraw in the page shown as below, at least 5 days prior to the training to avoid penalty. After you complete this session, the event status will change to Completed. You can choose and request the session of the next event now. 16

18 8. Manager Approves Staff s Training Request When staff requests a training session, Manager will receive a Training Approval Notification from the system. Manager can click the link in the to Login My Learning Link directly. Please click My Team - My Team in your home page. The page will show all the training requests that need Manager to process as below. 17

19 By clicking Approve/Deny, you can check the detailed information of this session. Please choose Approve or Deny to process the request, and then click Submit. Please DO NOT choose Defer. And there is an alternative way to process staff s training request. After Manager logins in the system, please click Reports - Standard Reports. 18

20 Click Pending Requests under Track Employees. The next page will show all the requests that you need to process. You can check training information details by clicking the Training name. The symbols in the right end of the page stand for Approve, Defer, Deny respectively. Please choose Approve or Deny and submit. Please DO NOT choose Defer as well. 19

21 9. Manager Checks Team Training Status Manager can check his/her direct reports training status with Standard Reports function. Click Reports - Standard Reports and then Training Status Summary in the category of Track Employees. Select date range in Date Filters and frequently used training types such as On-line Class, Curriculum and Session in Advanced Filters, and then click Search. 20

22 The result of this report displays the training summary of each of your direct reports in a bar graph. The dashboard below also lists all training courses your direct reports attend and the status where Manager can check further details. Manager can also export the report and save it as an Excel file. Another quite useful report in Standards Report is Session Withdrawal. With this report, Manager can check all the training courses that staff registered first and then cancelled due to a certain reason. Click Reports - Standards Reports and then Session Withdrawal under the category of Track Employees. 21

23 For Date Criteria, please select This year. Input Report Title and click Process Report and you will see the report is Queued which means in progress. Please wait a few minutes for system to process and then refresh the page, you can see an Excel icon appears under Output. You can click the icon and export the excel file. The report will show Course Name, Withdrawal Date, Reason and whether a cash penalty will be charged or not (If staff withdraw a session within 5 days before the training starts, a full price will be charged). 22

24 10. Manager Assigns Training to Staff In My Learning Link, Manager can assign a specific training course to staff. Option 1: After logging in the system, click My Team in the home page, then choose a team member name that you want to assign training to. And then click Profile - Transcript - Actions - Assign Training. In the popup page, you can select training type, input key words, select language and click Search. After all the search results display, click or course name. In the next page, Manager can select due date and the name of the direct report. By clicking manager can also assign training to his/her indirect reports. Input SESAID and find the indirect report. After clicking Submit, system will automatically send an to the assigned employee and copy manager. If the course is a nominated course, the assignment will go to HRBP for approval. 23

25 Option 2: Manager can first search a course that needs to be assigned in Learning - Search for Training page. After selecting a course, click Assign in the popup page, and then add any direct report or indirect report. 24

26 11. Record External Training When staff takes any external training fully or partly sponsored by the company, staff needs to record it accordingly in My learning Link. For other personal external training, staff can also record it in the system freely. A. Staff creates external training in My Learning Link. Login My Learning Link and click Learning - My Courses. Go to Transcript page, click Active - Add External Training. Then a popup page will appear for staff to add external training. Please fill all the blanks with the relative training information. Language: Click on the drop-down tab to select the language of the training. Title: The name of the training. Training Description: Please input any other information, such as training location etc. Institution: The name of the training provider. Cost: Select currency and fill in the price (must be the same with actual reimbursement). Training Hours: Please calculate the time in hour so that the system can record your actual training hours correctly. Competencies: Select the competency of this training, such as Project Management, Cross Cultural etc. Attachments: Add related training material, such as course content introduction. 25

27 Then click submit, it will go to the approval process automatically. The external training which you added will appear in your transcript and the status is Pending Approval. The addition of external training needs your line manager and HRBP s approval. After approval, the course status will become "Registered". If you need to cancel this training, please click "Withdraw". 26

28 B. Staff confirms the completion of the external training. When the training is finished and the status still displays as Registered, please click Mark Complete, then the status will become Pending Completion Approval. After your line manager approves it again, the status of this training will become Completed. Now your training hour of this external training will be recorded effectively in the system. C. Manager approves external training Manager logins My Learning Link and click My Team in welcome page Action Items to approve external training request. The icon of external training in the system displays as (Please refer below screenshots). 27

29 D. Manager confirms the completion of the external training. After staff marks the completion of an external training in the system, Manager needs to click Approved/Deny to confirm the completion of this training. 28

30 12. Explanation of Key Terms (Learning Object) 29

31 13. System Help Open My Learning Link log-in page and click Need help to enter the Help Page. Help Page contains all useful information and supporting documents, such as Chinese FAQ & Training Material and My Learning Link Tutorials. We highly recommend you to watch China MLL guide video for self-learning (as shown in the second picture below). 30

32 If you have any technical and process issues that you can t solve by yourself, please go to HRCC ticketing system to look for help: Happy Learning Everyone! 31