Learner s Guide THE JOINT COMMISSION ENTERPRISE PROFESSIONAL DEVELOPMENT CENTER Updated: 10/05/16
SumTotal Learners Guide This manual will provide general information on utilizing The Joint Commission Enterprise s Learning Management System (LMS), SumTotal. This guide will provide information on how to log in to SumTotal and gain access to elearning courses, job aids, and other professional development materials. Step-by-step instructions are included for navigating though menus and utilizing common features of the system. Table of Contents Logging On... 2 Understanding the Dashboard... 3 Utilizing the Header Bar... 4 Registering for Courses/Classes... 6 Canceling a Registration:... 6 Completing Courses... 7 Launching an Online Course/Learning Activity:... 7 Understanding Your Training Schedule... 8 Downloading Files... 9 Reviewing Completed Activities... 9 Viewing Your Training History/Transcript... 9 Printing Certificates/Diplomas... 10 Tracking Continuing Education Credits (CEs)... 10 Contacting Support for Help... 10 1 P a g e
Logging On SumTotal Learner s Guide Joint Commission enterprise employees can access SumTotal through JNet: https://jnet.jointcommission.org The SumTotal link is available under the Resources Tab, under Information. Direct links to access SumTotal: Joint Commission Employee Access: http://sumtotal.jointcommission.org/ Joint Commission Resources Employee Access: http://sumtotal.jcrinc.com/ Passwords: SumTotal utilizes a Single Sign On, so if you are using the system internally, you ll be automatically brought to your Home Page. If you are not on our network, you will log in to SumTotal using the same password you use to log on to your computer. 2 P a g e
Understanding the Dashboard Once in SumTotal, you will see your Dashboard. The Dashboard contains key features for easy navigation: The Header Bar, the My Learning column, the Quick Links column. Header Bar Quick Links My Learning The Header Bar contains menu buttons you will use to access various pages in SumTotal. Icons across the top allow learners to view and edit personal profiles, view the course library (catalog), search the site, view current registrations, and access help. View and edit profile information View the course library (catalog) Search for courses by name, topic or date View current registrations Access the SumTotal Help document The My Learning column provides a dashboard view of the number of current learning activities available. This convenient view allows learners to easily see how many activities are critical, assigned, current, and upcoming. This feature also notes any required certifications. Quick Links are available along the right column to connect learners to transcripts, a learner s current training schedule, tips for troubleshooting the site, and resources for utilizing SumTotal s various features. The Dashboard can be revisited at any time by clicking on the center image on the Header Bar. 3 P a g e
Utilizing the Header Bar Account Information Clicking the Self Icon opens an expandable menu (right). This menu provides the learner with options to view and edit account information, access learning activities, evaluations, transcripts, and more. Self Menu Employee Name Employee Title Library Previously the course catalog, the Library Icon opens an expandable menu (below) to access course listings. Click the white arrows to view the categories, and subcategories. Clicking on a category, or subcategory will bring up a list of activities. Clicking the white arrow next to select will bring up options to start the activity, cancel a registration, or view details. Library Menu Click the white arrow to expand the menu and sub-menu options Learning Activities Learning Activities is another name for classes, courses, and other resource documents or materials designed to enhance professional development. Anything posted in SumTotal that you can start, complete, register for, or download is a learning activity. 4 P a g e
Search The Search Icon opens a search page for learners to search all results or search specifically for a course, video, person, report, administration items, or specific activity. Search results will automatically populate when typing in the search bar. Did You Know? Pages that open within SumTotal can be closed by clicking the of the page. located on the top left Timeline The Timeline Icon opens a new page listing all critical, assigned, current, and upcoming registrations. This convenient view groups learning activities by category, and allows learners to launch online activities by clicking start. 5 P a g e
Help The Help Icon opens a help menu (right). Leaners can click the appropriate link to launch a new tab and search for the information needed. Registering for Courses/Classes Some classes and courses offered may require registration to reserve a seat or gain access to a faceto-face or online activity. To register for an activity: 1. Search or browse the Library to identify an activity. 2. Click the white arrow next to Select and click Register. 3. Choose options if any appear, then click Submit. Cancelling a Registration On occasion, you may have to cancel a registration for a learning activity that you cannot attend. To cancel a registration: 1. From the Quick Links menu on the Dashboard, click Training Schedule. 2. Select the box next to the activity that you wish to cancel. 3. Click Cancel Registration from the top menu (see below). Select Cancel Marked to confirmation the cancellation. 6 P a g e
Canceling a Registration (continued) Why do I need to cancel my registration? Many classroom trainings and other in-person events have limited capacity. When people forget to unregister for face-to-face classes/events, seats that could have gone to others are left empty. Please be courteous to fellow coworkers and unregister for events you are unable to attend to open seats up for others who may be waitlisted. Completing Courses Assigned Courses: The number of trainings assigned to leaners will be present under the My Learning column of the Dashboard. Clicking on the category will open the timeline to list all current trainings assigned or available to the learner. This timeline can also be viewed by clicking the bell icon on the header bar. Learners can click the start button for a learning activity in the timeline view to launch and complete learning activities. Registered Courses: Some activities will require learners to register before being allowed access. These activities will show up in the learner s My Learning section of the Dashboard and Timeline after registration. Other activities may not require registration. These activities can be started directly from the Library. Launching an Online Course/Learning Activity: Online trainings show a Start button next to the learning activity s name. Online learning activities in the Timeline can be launched by clicking the start button on the right. Many online activities can also be launched directly from the library or search page by pressing the start button. 7 P a g e
Understanding your Training Schedule Your training schedule can be accessed through the Quick Links column of the Dashboard. This page lists all of the learning activities you are scheduled to take, as well as the activities you have already completed. For some activities, you may be on the waiting list or awaiting approval for registration. The training schedule page allows you to launch courses, cancel registrations, and more. To view your training schedule: 1. Under the Quick Links column of the Dashboard select Training Schedule. 2. In the View list, choose one of these views: Current/Upcoming - shows activities that you are registered to take. Activities that do not require registration, such as online courses, may also appear in this list. Completed Registrations - lists the courses that you have completed. Current Activities - displays courses that you have started or attempted but have not yet completed. Upcoming Activities - shows courses that you are registered to take. Completed Activities - lists all courses and activities you have completed. Canceled Activities - shows a list of courses that are no longer available and courses for which a registration has been canceled. Fixed Duration Activities - shows a list of online courses that have a fixed duration of access to online content. Waiting list or Pending Approval - displays courses that you signed up to take, but are currently on the waitlist for. Express Interest - displays courses in which you have expressed interest. Click each category to adjust the view 8 P a g e
Downloading Files SumTotal Learner s Guide Files are considered Learning Activities, and therefore accessed the same way courses and classes are accessed. Clicking Start for an available document will download the document to the learner s computer or launch a pop-up window with options to either open or save the document, depending on the learner s default browser. Reviewing Completed Activities Once a learning activity is completed in SumTotal, it will be removed from the Timeline of courses. The course and/or materials will still be accessible through a learner s Training Schedule. Documents downloaded from SumTotal that are closed will also be moved to the learner s Training Schedule. To review completed activities (courses, documents, etc.): 1. From the Dashboard Quick Links, select Training Schedule. 2. In the View list choose Completed Activities. 3. Select the activity you would like to review and select Start to re-launch the activity. Viewing your Training History/Transcript The training transcript is a list of all your completed learning activities (trainings/course work). Will my training transcript include courses completed in Blackboard? Yes! All historical data has been transferred to SumTotal, meaning learners transcripts in SumTotal will include their training history from Blackboard. This means learners will be able to view their entire training history, from both systems, in one location. To view your training transcript: 1. From the Dashboard Quick Links, select Training Transcript. 2. Enter a year or range of dates you would like to view to filter your transcript records. 3. Click Export to PDF to download the report as a PDF document and print as needed. Select the year or range of dates Click here to export your transcript to a PDF 9 P a g e
Printing Certificates/Diplomas Some courses in SumTotal provide diplomas (certificates) for attending, or completing, a class or learning activity successfully. Learners can tell if a diploma is available for a particular activity when a Diploma Icon is listed next to the activity name in the learner s transcript. The Diploma Icon indicates a diploma is available for download To print a diploma: 1. From the Dashboard Quick Links select Training Transcript. 2. Click on the Diploma Icon next to the specific learning activity. 3. The Diploma will open in a new window. You can select the Print button to print, or select Export to a PDF. Tracking Continuing Education Credits (CEs) If you receive CE credit for taking a course, just as it was in Blackboard, it is your responsibility to track your credits as they accumulate. Most people do this by keeping a file of their certificates. Another good practice is to keep an Excel spreadsheet that lists your courses taken and the credits you received. These two practices make it easier for you to report your earned credits to your accrediting body. Contacting Support for Help A help button is located on the top left of the Dashboard. From here you can search for the type of help you need. Joint Commission employees experiencing problems or challenges should contact the Help Desk at SumTotalHelp@jointcommission.org or X5599. Reviewing Transcripts It is a good practice to check your transcript regularly. This allows for timely follow up from instructors and the LMS Administrator. The longer you wait to address an error, the harder it is to track down evidence of participation. 10 P a g e