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notification is then sent to the manager requesting approval to attend/completethe training. Managers also have the ability to assign training to their directreports. As training administrators and coordinators we should be encouraginglearners and managers to navigate in the system to enroll or assign training. In the picture below you will notice that there is both a request and assignoption. The assign option here will not assign the training to users. Byselecting assign you are looking at those users that directly report to you.This is how managers would assign training to their employees. There may be instances where as a training administrator or coordinatoryou will need to assign training. Assigning training will put the trainingdirectly on the learner’s transcript. To do this you will need to go to theLearning Assignment tool.Using the Learner Event CalendarLearners also have the ability to view upcoming training, using the Event Calendarwill allow a quick glance at upcoming dates.To access the Event Calendar hover over Learning select Event Calendar.A calendar view will show all upcoming training dates. Users will be able to selectfrom the date or can switch over to an agenda view.GSC Training Coordinator Manual Updated 9/10/2020 Page 14

Learner HomepageThe Learner Homepage allows users to have a quick glance at their transcript,subjects and more. The learner homepage is designed to give users suggestionsfor training opportunities, and allow for a detailed search for upcoming trainingevents.Adding InstructorsBefore an instructor can be added to a session, they must be added as aninstructor for the agency.GSC Training Coordinator Manual Updated 9/10/2020 Page 15

1. To add an instructor hover over ILT Vendors and Instructors2. Locate Vendor (Organizational Unit) by searching.3. Select the instructor link to the right.4. Select Add New Instructor5. Select the Call Out6. Using the call out search for the name of the instructor. This will autopopulate the information for that user.7. Verify that they are marked as active.8. Select submit.GSC Training Coordinator Manual Updated 9/10/2020 Page 16

Creating an ILT EventThe Event is the shell for ILT sessions. Events and sessions have a parent childrelationship. There cannot be a session without the event. Events and sessionsmust have the same name- The event is what appears on the transcript, bykeeping the event and session names the same this will make reporting easier. Aswe move toward our first full year with the new MyPURPOSE system, weencourage agencies to build new events. This will ensure that the Events arebeing properly set up, and will help to troubleshoot any issues that may beexperienced with sessions.To create an ILT Event:1. Navigate to ILT Select Manage Events and Sessions.2. Select Create New Event.GSC Training Coordinator Manual Updated 9/10/2020 Page 17

3. By selecting Create New Event, the ILT Event properties page willappear.o The event creation process is separated into three sections.o Propertieso Availabilityo Session Defaults4. To create the event, each required field will need to be filled out.Required fields include:o Event Nameo Primary Vendor- Must be added. This will ALWAYS be theCabinet that is offering the training.o Secondary Vendor-Leave blanko Descriptiono Subjects-Must be addedo Objectiveso Legacy Activity Code-Leave blank5. Once these fields have been completed, select next.GSC Training Coordinator Manual Updated 9/10/2020 Page 18

6. Select the availability for users- this will control who can see the event.This can be limited to just users in your organization, a specific position,location, group, ETC.7. Select Next.8. The Session Defaults page will set the general parameters for how thesessions will be created.o As a Training Administrator, you will have the ability to set aregistration deadline, minimum and maximum registrationnumber, and training topics.o You will also have the ability to set how the waitlist is set up.9. As a part of the settings, you can opt for users to be able to see the startand end times in their time zone. To do this, select the Display timeZone of User Box.GSC Training Coordinator Manual Updated 9/10/2020 Page 19

10.Once completed, select save, this will direct you to the Manage Eventsand Sessions page.11.To verify that the event has been created, search for the title of thetraining. In the search field type in the name, subject or vendor.ILT SessionSessions must have a start and End date. The dates of the training should bereflective of the date the training was held. Sessions should not have dates thatrange for days, weeks or months. If sessions range for extended periods of time,users will receive credit for the hundreds of hours. You should never build asession with the start time of 01/01 and end time of 12/31, this will givethousands of hours to participants. Sessions allow Administrators andCoordinators the ability to create parts. Parts are further breakouts of the session.Creating Parts within a session is not always the best business process. Parts arevery difficult to use and can give large amounts of credit hours to the employeethat completes the training. Parts must contain part breaks which account for the lunch timeas well as the time from the ending of one part to another. Ifthese are not given users will receive hundreds of credit hours.GSC Training Coordinator Manual Updated 9/10/2020 Page 20

If creating a part is the best solution for your agency, theseALWAYS need to be tested in pilot first. Somethings to look for would be: Adding Part Breaks Completing out roster- does this fit the need for ouragency? Credit given on transcript- are users receiving largeamounts of credit hours for the training. GSC does not recommend using Parts- as they are sodifficult to set up, and may give training hours that werenot attended. If you have a training that has multiple days,GSC recommends a curriculum, events can be created foreach day.To Create a One Part Session:1. To create an ILT Event session, go to ILT Manage Events and Sessions.2. Search for the appropriate event and in the Options Column next to theevent, select View Sessions.GSC Training Coordinator Manual Updated 9/10/2020 Page 21

3. Once the View Sessions page opens, select Create New Session.4. Under the section Parts, you will need to enter the following information: Name Description Locationo Users will need to search by the owner, using their cabinetabbreviation. Start/End Date Start/End Time ** Start and End Time MUST reflect the traininghours on the EVENT. Example if EVENT shows 8 hours, class musthave start and end time that reflect 8 hours. Time zoneGSC Training Coordinator Manual Updated 9/10/2020 Page 22

If the training that you are creating is a full day class, you must adda Part Break to account for the lunch break.5. Occurrence select Save Part.6. Once the Parts Schedule has been completed, select Details. This will bewhere the general details are entered for the session. Session ID- the title that will be used to identify the session. Locator number- is system generated and automatically populated. Credits- the number of credits that is awarded for this session. Required Training Approvals- this will be the number of approvalsthat are required. If left blank, it will default of the number ofRequired Training Approvals set in the user record. Required Completion Approvals- this will be the number of thecompletion approvals that are required for the session to be markedas completed. Attendance- this is the number of parts must be attended to bemarked completed in the user’s transcription. Minimum Registration- this is the number of minimum participantsfor the session.GSC Training Coordinator Manual Updated 9/10/2020 Page 23

Maximum Registration- this is the number of maximum participantsfor the session. Waitlist- be sure Allow waitlist for sessions in this event and AutoRegister User upon Granting Waitlist are checked.7. To set the availability use the drop down menu Select Criteria who will beable to register for this training. Once the availability has been selected,select add. Organization- GSC Recommends using this selection to drilldown from your cabinet. Position- DO NOT USE Cost Center- DO NOT USE Location- DO NOT USE Group- Must be set up by the Personnel Cabinet Job- DO NOT USE Users- Requires that individual user names be selected All Users- All Users Commonwealth Wide- DO NOT USE8. The Summary Screen will go over the session details. If all details arecorrect, select save.Copying an ILT Session1. Navigate from the My Purpose home page to ILT Manage Events andSessions.GSC Training Coordinator Manual Updated 9/10/2020 Page 24

2. Locate the name of the Event and select the View Sessions icon.3. Once the Session Screen has appeared find the session that you wish tocopy. Select the Copy Session Icon4. The Parts Schedule will appear and, the settings for the ILT session willappear. Change the date in the search box, select Apply, this will create anexact duplicate of the session.5. The Details Screen will appear, enter the general settings:6. Session ID- a number that will be used to identify the session. Start dateand agency abbreviation would be appropriate to use here.7. Locator number- this is system generated and automatically populated.8. Credits- the number of credits that is awarded for this session.9. Required Training Approvals- this will be the number of approvals that arerequired. If left blank it will default of the number of Required TrainingApprovals set in the user record.10.Required Completion Approvals- Enter the number of the completionapprovals that are required for the session to be marked as completed.11.Select Next.12.For Availability, select the users that will need to have access to thistraining.13.Select Next.14.The Summary screen will show an overview of the training. Here you will beable to view the general settings for the Session Copy.GSC Training Coordinator Manual Updated 9/10/2020 Page 25

15.Select Save.Adding Users to Roster and Updating Status1. To add users to an ILT Event session, go to ILT Manage Events andSessions.2. Search for the appropriate event and in the Options Column next to theevent, select View Sessions.3. To enroll users to the roster for an ILT Session, select the Roster icon by thesession details.4. The roster screen will appear, from this screen select Add Users.GSC Training Coordinator Manual Updated 9/10/2020 Page 26

5. The Add Users screen will appear, a search can be done on the User Nameor Manager’s Last name. To add a user, select the plus sign beside thename. Multiple names can be added at once.Please Note: If the instructor also needs to receive credit for the training, youmust add them to the roster.6. Select Done.7. The users that have been added will then appear on the training roster witha pending status.8. Select Add Pending Users to the Roster- this will bypass managerapproval. For ILT sessions that require managers’ approval, managers willneed to log into their direct reports.GSC Training Coordinator Manual Updated 9/10/2020 Page 27

9. The users will now show as registered.10.To update the status to attended, select the Attendance and Scoring Tab.11.Users will need to have Attendance marked and Passed marked. Thecompletion date of the session can also be changed by using the pen andpaper icon.12.Select Submit Roster, the users status will now update and show that theyhave completed the training. Note-There is a 5-10 minute delay in thesystem before viewing the roster.GSC Training Coordinator Manual Updated 9/10/2020 Page 28

Learning Assignment ToolThe Learning Assignment Tool allows administrators to easily create learningassignments and deliver training to users, organizational units (OUs), and groups.Administrators can also track and manage assignments via the ManageAssignments Page, and view data related to specific assignments via theAssignment Summary page.Administrators can create new learning assignments via the Learning AssignmentTool's Create Workflow to assign training to individuals or groups of users at onetime.1. To begin creating a new learning assignment, go to Admin Tools selectthe Learning Assignment Tool link.2. From the Manage Learning Assignments page, select the CreateAssignment button.3. Set the Assignment Type.GSC Training Coordinator Manual Updated 9/10/2020 Page 29

Standard- This is a one-time assignment for the users who meet thedefined criteria of the learning assignment. This assignment will processone time only. Dynamic- A dynamic learning assignment processes daily or one timeper year and attempts to assign the learning objects to users who newlymeet the criteria set for the assignment. Selecting this option causes aDynamic Removal section to appear on the Options page.4. Enter a Title and Assignment Description.5. Select “Select Training”.6. Select the training that will be a part of the assignment then select“Select”.GSC Training Coordinator Manual Updated 9/10/2020 Page 30

Note: You can select multiple trainings in the Select Training window.7. Select Next after Trainings have been selected.8. The Training Assignment Workflow will allow you to determine how theuser is assigned for training based on the following options. Assigned Only - The training will only be assigned and may stillrequire the user to receive approval and register for the trainingbefore they can take the training. Assigned and Approved - The training will be automaticallyapproved. No approval will be necessary before users are allowedto take the training, regardless of any configured approvalworkflows. Assigned, Approved, and Registered - The training will beautomatically approved and registered, regardless of anyconfigured approval workflows. No approval and no registrationwill be required before the users are allowed to access thetraining. If selected, an additional option to bypass user paymentappears:GSC Training Coordinator Manual Updated 9/10/2020 Page 31

Bypass User Payment - Enabling this option prevents users frombeing prompted to pay for training. The training will be placed ontheir transcripts and no payment is needed from the user. Completed - Only available when assigning a session which occursin the past. The session will be added to users' transcripts in astatus of Completed. If any other training items are being assignedwith the session, this option is not available. Curricula with Auto-Registration - If the assignment includes oneor more curriculum, this option appears. This setting gives theadministrator the ability to suppress Register Training emails thatare configured for the training within the Curriculum that is set toauto-register when the user is registered for the curriculum.9. The Email Settings will allow the system generated emails to be sent to theusers. Training Specific Emails - This option uses the email settingsconfigured at the individual training level (via Course Catalog). No Emails - This option suppresses all emails from firing for thislearning assignment, no matter what emails are configured inEmail Administration or for the LO type.10.Select NextGSC Training Coordinator Manual Updated 9/10/2020 Page 32

11.The Processing date will allow you to start processing and assign training tousers As soon as assignment is submitted, when selected, the assignment beginsto process as soon as it is submitted, but users will not see the training ontheir transcript until they have met the specified relative criteria. Specific date - A date picker and time picker appear (if you have theappropriate permission), which allow you to select a specific future dateand time, at which point the assignment will process. Available processing start date options for assignments that processannually include: When would you like the assignment to start processingand assign training to users? - Using the date picker and time picker, selecta date and time at which the assignment will begin to process. Theassignment will process annually on this date and time.12.The training start date will allow administrators the ability to determinewhen the training will start.13.A training due date can be set if there is a specific time frame in which thetraining must be completed.14.Select Next.15.User Criteria will allow the admin to select the users that the training willbe assigned to. Select “Select Users”.GSC Training Coordinator Manual Updated 9/10/2020 Page 33

16.Once the users have been selected select “select.”17.At the bottom of the page select next.18.The confirm page will go over all of the basic settings for the assignment. Ifthis is correct, select Submit. The assignment has been created.Learning Assignment Best Practices Employees should be in the system self-registering for trainings, andmanagers have the ability to assign training you employees. Learningassignments should not be something that is a habit to enroll users inthe system. Learning assignments cannot be edited once they have processed,nor can they be deleted. Please select users cautiously, most Coordinators and Administratorshave the ability to see everyone throughout the state. Learning Assignments have a processing delay. While theassignment is processing the training will not be immediatelyavailable to the end user. The processing time takes up to tenGSC Training Coordinator Manual Updated 9/10/2020 Page 34

minutes.Running a Standard ReportStandard Reports allow Training Admins to gather general information regardingtraining data. The Standard Reporting Tool will allow you to create, run andschedule reports to view agency progress.To use a Standard Report. It is important to know how to use filters andparameters to retrieve the needed information. Filters will allow you to select theinfo

Coordinator to add a self-reported training to another user’s transcript. (See PAGE 15) Export to PDF-This option will allow the transcript to be reported to a PDF file. Each page of PDF must be printed individually. ONLY EVENTS will show on the PDF. Print Transcript-This option will print the training t