Fundamentals of the Pathlore Administration Center

Fundamentals of the Pathlore Administration Center
Last updated 03/10/15
TableofContents
Unit 1: Getting Started—3
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What is Pathlore?—3
Accessing Pathlore—3
Pathlore Functionality—3
Self Reported Training—4
Login to Administration Center—5
Set Preferences—6
Unit 2: Working with People—7
 Review Staff Transcripts—7
 Advanced Searching—7
 Search Tips—8
Unit 3: Working with Courses and Classes—9
 Create a Class—9
 Practice Creating a Class---10
Unit 4: Working with Registrations—12
 Add People to a Class Roster—12
Unit 5: Learning Plans—15
 Sample Completed Learning Plan Request Form—16
Unit 6: Working with Reports—17
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CED Reports Feature—17
Run a “Who Has Taken” Report—17
Running Other Reports—17
Sample “Who Has Taken” Report—18
Gap Analysis Reports—21
Run the Individual Profile Report or Course Demand Candidates Report for
Annual Mandatory Training—21
 Run the Course Demand Candidates for Department Training—24
 Exporting Data - 27
Unit 7: Manager Dashboard—30
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Monitoring Training Progress—30
Accessing the Manager Dashboard—31
Employee Action Menu—32
Assigning a Delegate—34 2 Unit 1: Getting Started
What is Pathlore?
Pathlore is MU Health Care’s Learning Management System (LMS). An LMS is a
software application for administration, documentation, tracking, and reporting of
training programs, including instructor-led training, online training, unit in-services, etc.
Accessing Pathlore
There are multiple ways to access Pathlore.
 Link from mymuhealth.org (drop down under training)
 iPortal
 http://ced.muhealth.org/
 Also currently on MyApps (CED Icon)
Pathlore Functionality
Starting from the Center for Education & Development webpage, enter the Learning
on the page or selecting
Center by either clicking the Learning Center button
Learning Center in the drop down menu. The basic Pathlore functions are as follows:
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News: Including Updates/New Content and Information about Maintenance
Manage data about people—personal data
Document completion of training events—Transcript
Access Assigned Training: Learning Plan (defaults to this when opened)
Review Active Modules
Search and enroll in training events (instructor led or web-based)
Assign training events
Also used to track annual health screenings and flu shots
3  Help section contains: Frequently Asked Questions;Troubleshooting;Contact
information for Help
 Manager’s Dashboard Information
Self Reported Training
1) Open up your transcript. Click on Add Self Reported Training 2) Enter the following information a) Course Code i) SRT001 – Outside COMPUTER training ii) SRT002 – Outside job related NON‐CLINICAL training or conference iii) SRT003 – Outside CLINICAL training or conference iv) SRT004 – MyLearn training b) The name of the course you completed c) The date you completed it d) Finished 3) It will then be listed on your transcript. 4 Login to Administration Center
1. Start from the Center for Education & Development webpage
2. Hover the mouse over the “Learning Center” menu and click “Administration
Center” (Figure 1). Note: the Administration Center will automatically recognize
you based on the login credentials you used when logging into the computer. If
you are successfully logged in, you will see the “Welcome, Your Name” message
(Figure 2).
Figure 1
Figure 2 3. Click on the “Administration Center” link.You’ll notice five “centers” on the right.
You will perform administrative tasks in the Administration Center.
5 Now you are inside the Administration Center. The main navigation bar is located at the
top (Figure 3).
Figure 3
Most adminstrative functions take place under “Classes,” “People,” “Registrations,” and
“Gap Analysis.”
Set Preferences
“My Preferences” allows the administrative user to set up the system so they can work
more efficiently. There are two highly recommended settings as follows (Figure 4).
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Click “Home.”
Click “My Preferences” under the “Options” menu
Change the initial option for the Administration Center to “People.”
Check the “Automatically restore previous search criteria” box.
Figure 4
6 Unit 2: Working with People
Review Staff Transcripts
Reviewing staff transcripts is performed under “People.” The “Search by” area is where
you perform basic searches. The first search field specifies all users, active users, or
nonactive users. You will always want this set to active users. You will likely use the last
name or EMPLID for the second search field.
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Click “People.”
Set first field to “Active user”
Set the second field to “Last Name”
Type a last name and click “Find”
The “ID Data” tab contains an individual’s information. This data is populated nightly via
PeopleSoft imports.
The “Transcript” tab contains sortable columns. The “ES” column stands for event
status. You can find a legend for the different event status codes by clicking the “Status”
dropdown menu. The most commonly used codes are as follows:
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E: Enrolled
F: Finished
U: Unmastered
W: Wait List
C: Canceled
M: Miscellaneous
To sort by “Finished” set the “Status” field to “F-Finished.” Use the print icon in the
upper right corner if you want to print a hard copy. In addition, you can select “Export” to
export the transcript to an Excel file.
When searching for individuals with the same last name, you will receive a list of
individuals to choose from.
Advanced Searching
For more advanced searching, click “Advanced.” Verify that the status is set to “Active”
and use the drop down lists to identify a group of individuals. To search by HR Dept ID,
select “HR DEPT ID.” In the “From” field, type your HRDEPTID. This will populate a list
of everyone within that HR Dept ID and will give you quick access to their individual
records when clicking the “Previous Search” link. If you do not know the HRDEPTID
that you need, look up someone in that department and find it on the ID Data Tab.
7 Search Tips
 The last 10 records you review appear as links under “Recent People.”
 The “Previous Search” tool will take you back to your previous search.
 If you only know part of the person’s last name, simply enter the letters and click
find. A list will return of all individual’s whose name begins with the letters you
inserted.
 Use an individuals data on the “ID Data” tab to identify information such as HR
Dept ID and simply copy and paste that into the advanced search fields.
8 Unit 3: Working with Courses and Classes
Create a Class
A class is the primary way to track attendance at a training event. Training
administrators have the ability to create classes, enroll, and finish registrations so that
unit-specific and other training is documented on staff transcripts.
In Pathlore, a course is a template from which you create a class. Think of a course as
a template and a class as an event. Any time you create a new class, you have to
create it from a course. CED creates the initial Course Code and from that a unit
administrator can create a number of classes. To request a new Course Code, contact
CED at 882-4161.
Practice Creating a class from a course as follows:
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Go to the “Courses” tab.
Search for an “Active Course”
Search by “Course Code”.
Click “Find.” Note: Much of the course information will be grayed out; training
administrators cannot create or change course information.
5. Click the arrow next to “Course” on the information bar and select “New Class
From.” This opens the “New Class From…” window in the “Classes” tab.
You can customize most of the information in the classes tab. The required fields to
specify include the following:
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Always check the “Reset dates” in the upper right corner.
Type in a class name.
Change the start date.
Change the start time.
Change the end time.
Always change to “Departmental User.”
Course delivery.
Other red asterisk fields.
After the class is customized, click “Save” in the upper right corner.
9 Practice Creating a Class
Create a test class from a course as follows:
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Go to the “Courses” tab.
Search for an “Active Course”
Search by “Course Code”. Enter TST888
Click “Find.” Note: Much of the course information will be grayed out; training
administrators cannot create or change course information.
5. Click the arrow next to “Course” on the information bar and select “New Class
From.”
6. This opens the “New Class From…” window in the “Classes” tab.
10 You can customize most of the information in the classes tab. The required fields to
specify include the following:
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Always check the “Reset dates” in the upper right corner.
Type in a class name.
Change the start date.
Change the start time.
Change the end time.
Always change to “Departmental User.”
Course delivery.
Update all other red asterisk fields and confirm the accuracy of other class
information. (i.e. contact hours, location, capacity, etc)
9. After the class is customized, click “Save” in the upper right corner.
After your class is created, check to see if there are emails associated with this class.
Is the content accurate? Do changes need to be made?
11 Unit 4: Working with Registrations
A registation is the record of a person’s attendance in a class. A staff member’s status
in the class is recorded using codes (e.g., E: enrolled, F: finished, U: unmastered, I:
incomplete, etc.).
Add People to a Class Roster
Add staff members to a class roster as follows:
1. Under the “Classes” tab, search for the class you want to add registrations to.
2. Go to the “Class” drop down menu and click “Open in Registrations.” Notice you
are now in the “Registrations” area of the Administration Center.
3. Type the last name of an individual under “People Options.” If you are just adding
one person to the class roster, specify the desired registration and click save. If
you want to add more individuals, continue with Step 4.
4. To add another individual, simply type their last name in the search field.
5. Select “Append” when prompted. Notice a list of individuals is being populated.
6. After populating all individuals, specify the desired registration and click the batch
save icon.
Another way to batch add people is to use the Advanced find feature. Under People
Options, click on the Advanced link. You can search by a number of criteria, such as HR
Dept ID, Facility, Title Code, and others.
For this example, we are searching for members of the HTEST HR Dept ID. Click Find
after you have filled in your search criteria.
12 You can select individuals by holding the control key and clicking on the names or you
can select all by clicking the Select All button below. Click on the Select button at the
bottom left of the dialog box to confirm your selection.
Once you have selected your people you will be returned to the Registrations screen.
Choose the class status you wish to assign from the drop down box under Batch
Registration.
Click on the multiple disk icon in the upper right hand corner to begin the batch job.
13 Additionally, you can copy the roster from a previous class and paste it into the roster of
a new class.
On a class roster tab, click on the drop down arrow and choose the Select All option.
This will highlight all members of the roster. Click on the drop down arrow again and
choose Copy Selected Registrations.
Go to the new class roster. Click on the drop down arrow and choose Paste
Registrations. Remember to click on the save icon before navigating away from the
roster.
14 Unit 5: Learning Plans
Learning plans are created by combining several features within Pathlore. People are
assigned to Groups, which dynamically select their population based on criteria, and
those Groups are then linked to Curriculums, which contain required Courses. Once
combined, this information appears on a student’s Learning Plan page within the
Pathlore Learning Center.
Each fiscal year, employees are assigned modules to complete. These annual
mandatory modules will always appear on an employee’s Learning Plan. Additional
modules specific to an employee’s department or role can be added as well.
To assign department specific modules, you must first submit a copy of the Learning
Plan Request Form to CED. An example of a completed Learning Plan Request Form is
on the next page.
When requesting a Department Specific learning plan you will need the following
information:
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Department HRDEPTID – this value is text only (and commonly confused with
Finance ID codes or MOCODES). Example: HCNTREDDEV
Title Codes – the 4 digit job code for the position you wish to assign training
WBT Course Code – the web based training you wish to assign (please note that
we update the course codes every year to match the fiscal year – listing course
codes from the previous fiscal year will result in an incompletable learning plan.
When it is possible, you may group title codes together, so long as all of the title codes
share common training requirements. There is no limit to the number of Department
Specific plans you may request, but the average is about four.
15 Once CED receives the completed form, Groups and Curriculums are created.
Groups use the HRDEPTID and Title Code data to correctly pinpoint who the requested
training will be assigned to. The Group is linked to the Curriculum, which lists the
required courses, the due date, and any desired notifications to the learner. Once both
sections are completed, the Group/Curriculum combination is made public and appears
on the Learning Plan.
16 Unit 6: Working with Reports
CED Reports Feature
The CED Reports feature is accessed from the CED home page (ced.muhealth.org).
There are several different reports you can run that export data from Pathlore. The most
useful are “Who Has Taken”, “Individual Transcript”, and “Department Staff Health
Review”.
Note: The fields within the CED Reports feature are case sensitive; HRDEPTIDs should
always be all caps.
Run a “Who Has Taken” Report
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Open the CED website at http://ced.muhealth.org/.
Select “Learning Center”, then “CED Reports”.
Click on “Learning Management System (LMS) Reports”.
Select “Who Has Taken”.
In the “From Date” and “To Date” fields, enter the date range for your report.
Type in the course code in the “Course Code” field.
Choose one or more statuses from the drop down menu in the “Event Status”
field. “Finished” is a common choice.
8. Type in an HRDEPTID (use all upper case) in the “HRDEPTID” field if
information is needed for only one department.
9. Click on “View Report”.
Running Other Reports
Fill in the fields and click on “View Report”.
17 Sample “Who Has Taken” Report
A common report run by units to help them identify who may be enrolled in upcoming
training. Please follow these directions to run this sample report.
1. Open the CED website at http://ced.muhealth.org/.
2. Select “Learning Center”, then “CED Reports”.
3. Click on “Learning Management System (LMS) Reports”.
4. Select “Who Has Taken”.
18 5. In the “From Date” and “To Date” fields, enter the date range for your report.
6. Type in the course code in the “Course Code” field or in this case, use the % sign as
a wild card to search all classes.
7. Choose one or more statuses from the drop down menu in the “Event Status” field.
“Finished” is a common choice. In this case, you are looking for only the “Enrolled”
statuses, so select Enrolled.
8. Type in a HRDEPTID (use all upper case) in the “HRDEPTID” field if information is
needed for only one department.
9. Click on “View Report”.
10. Click each + sign to Expand All Employees and Expand All Training.
19 11. After expanding both it will list all employees who are enrolled in training during the
date range you have selected.
20 Gap Analysis Reports
RuntheIndividualProfileReportorCourseDemandCandidates
ReportforAnnualMandatoryTraining
1. From the CED Learning Center (http://ced.muhealth.org/), select Administration Center. Then select Administration on the right. 2. Choose Gap Analysis. 3. Select Report Definitions. 4. To run an Individual Profile Report, Analysis Type (1) should be set to Training, and Report Type (2) set to Individual Profile Report. In the Name field (3) type FY15 Annual Mandatory IPR. Click on the hyperlink to open the definition (4). 5. To run a Course Demand Candidates report, Analysis Type (1) should be set to Training, and Report Type (2) set to Course Demand Candidates. In the Name field (3) type FY15 Annual Mandatory CDC. Click on the hyperlink to open the definition (4). 21 22 6. Click on the Submit Report icon in the upper right corner. 7. Make sure ‘Match all people to selected curriculums’ (1) is not checked. The Auto‐delete field is set to 2 days (2). This is the time period that your generated report will remain available on the Pathlore server. Please do not alter this. As you can see, there are multiple versions of curriculums, usually divided into “Veteran” and “New Staff”. New Staff refers to employees that have a hire date within the fiscal year. In order to successfully cover all of your personnel it may be necessary choose Select All (3). Click Submit (4). 23 8. Type in your HR DEPT ID using all caps. Click on OK. 9. Click on Submitted Reports (1). You can filter the Submitted Reports page so that only your submitted reports are displayed (2).If the report is not listed at 100 percent running in the Percentage column, click on the refresh icon (3). Click on the report name when it is listed at 100% (4). 10. Make sure Report format is set to PDF, Pages is set to All Pages. Click View Report. 11. The report will have one page per person, listing what has been met, and what has not been met. Run the Course Demand Candidates for Department Training
24 1. From the CED Learning Center (http://ced.muhealth.org/), select Administration
Center. Then select Administration on the right.
2. Choose Gap Analysis.
3. Select Report Definitions (1). Analysis Type should be set to Training (2), and
Report Type set to Course Demand Candidates (3). In the Name field type FY15
Department Specific CDC (4). Click on the hyperlink to open the definition (5).
4. Click on the Submit Report icon in the upper right corner.
5. Make sure ‘Match all people to selected curriculums’ (1) is NOT checked. The
Auto-delete field is set to 2 days (2). This is the time period that your generated
25 report will remain available on the Pathlore server. Please do not alter this. As
you can see, the report definition is built to work with multiple curriculums. Use
the scroll bar to locate the curriculums specific to your department. Click the
curriculum listing to select it. Click on the Submit button.
6. Type in your HR DEPT ID using all caps. Click on OK.
7. Click on Submitted Reports (1). You can filter the Submitted Reports page so
that only your submitted reports are displayed (2).If the report is not listed at 100
26 percent running in the Percentage column, click on the refresh icon (3). Click on
the report name when it is listed at 100% (4).
8. Make sure Report format is set to PDF and Pages is set to All Pages. Click View
Report.
9. The report will have one page per course in the curriculum, listing who has not
yet completed that requirement.
27 Exporting Data
Many of the sections of the Pathlore Administration Center allow the user to export data,
which can then be imported into other programs such as Microsoft Excel.
Search results, whether from People, Courses or Classes, can be exported by clicking
on the Export button at the bottom of the search results.
Your data will be exported in the format that you set in the My Preferences option in the
Home tab.
If you have the Header Row preference set to Prompt User you will also be asked if you
wish to include the header row in your export.
You can also export the results of the Who Has Taken report. Because of the extensive
formatting used in creating the Who Has Taken output, the standard Excel format is
difficult to use. We suggest using the Comma Separated Value format (.CSV) instead.
28 Using a CSV file in Excel
When a CSV files first loads into Excel all of the data is located in a single column. To
separate out the data into sortable columns, click on the first column and then select the
Text to Columns feature, located in the Data ribbon.
The Convert Text to Columns Wizard will open. For step one, original data type, select
the Delilmited radio button then click Next.
In the next step, ensure that the Comma checkbox is selected as the Delimiter, then
click Next.
29 Finally, for each column, specify the format for the column, or choose the skip radio
button to ignore the column. When you have selected formats for all potential columns
click Finish.
30 Unit 7: Manager Dashboard
SumTotal Systems added the Manager Dashboard to Pathlore in their 6.9 version
upgrade. The Manager Dashboard was designed to help managers more quickly see
the progress of their direct reports against required training.
The main features of the Manager Dashboard are as follows:
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A central page allows managers to get an overview of the training progress of
their direct reports
Managers can quickly see which employees require action because of expired or
past due training requirements
A detailed report of an employee’s progress can be accessed for each employee
Higher level managers can drill down through the manager hierarchy to view
progress for lower management levels
Monitoring Training Progress
The overall progress for an employee is based on the total number of courses that are
assigned to the employee, compared to the number of courses that are completed.
For example, if 20 courses are assigned to a person and that person has completed 15
of those courses then their overall training progress is 75%.
Only course completions are considered for training progress statistics. Curriculums
themselves are not considered, which means it does not count how many curriculums
are assigned to a person, just the number of courses assigned to a person through
curriculums.
The dashboard does take curriculum due dates into consideration. A curriculum is
considered past due if it has a due date associated with it and the person has not
completed all required courses by that date.
The dashboard uses the term ‘at risk training’ to indicate a course or curriculum that is
past due or about to become past due.
31 Accessing the Manager Dashboard
A link has been added to the Learning Center to access the Manager Dashboard
functions. This is located at the bottom of the left hand menu.
Once open, a manager will see a list of their direct reports, along with the completion
percentage of the group as a whole and the percent of the group that have completed
all assignments. In the example above, there are three direct reports, none of whom has fully completed
their training.
The at-a-glance view will also show the number of incomplete courses remaining along
with the “at risk” status. In the example above Eric Shaw has not completed any of his
assigned training but retains a green status because he is not near the due date for any
of his training. John Test has one curriculum with a due date within 30 days and so
appears with a yellow status. Katrina Testing has missed the due date for her
curriculum entirely and so appears with a red status.
32 Employee Action Menu
If you hover your mouse over a person in the list, a blue arrow icon appears to the left of
their name. Clicking on that arrow displays a menu giving the manager some actions
that can be performed for the selected person.
Send Email allows you to use your email client to send an email to the person. (Pathlore
uses the email that is stored in the person’s ID Data record. If there is no recorded email
address in Pathlore, then this option will be greyed out.)
View Full Training Profile takes the manager to a new screen that shows the full training
profile and training gaps for the employee.
33 Work on Person allows the manager to see what the direct report would see in his or
her Learning Center.
While you are viewing a direct report, if you click on Transcript or Learning Plan you will
see the direct report’s Transcript or Learning Plan, and not your own.
Remember to click on Stop Working on Person in the Manager Dashboard screen to
return to your own Learning Center view.
View Transcript allows the manager to quickly view the direct report’s transcript.
View Training Plan allows the manager to quickly view the person’s Learning Plan.
(Note: SumTotal uses the terms Training Plan and Learning Plan interchangeably, while
we tend to only use Learning Plan)
View Direct Reports will the direct reports of the employee, if any exist.
34 Assigning a Delegate
As a manager you may designate a delegate who will be able to utilize the manager
dashboard on your behalf.
To assign a delegate, open the Learning Center and click on the Manager Dashboard
button.
Click on the Assign Delegate link, enter either the last name or email address of your
delegate and click GO! to find them.
If your search returns more than one hit, select the radio button for the correct person
and click OK.
35 You should now see the following message on the Manager Dashboard screen:
To change your delegate, click on the Remove Delegate link. Click on OK to confirm.
If you want to rotate your delegate, simply remove the existing delegate and assign a
new one using the steps above. This will allow you to split the delgate duties amongst
multiple people.
If you have further questions about the Manager Dashboard functions, contact CED at
882-4161 or umhscedtechteam@health.missouri.edu.
36