QUICK START GUIDE - ILT

  • Checklists are aids that help you review configuration settings and follow best practices prior to testing. Be sure to test the functionality fully in your Pilot portal before releasing to end users.
  • The ILT Quick Start Guide highlights best practices for ILT: Event and Session creation.

PERMISSIONS REQUIRED AND PAGE ACCESS

ASSIGN PERMISSION

Events – Create

Events – Edit

Events – View

ILT Scheduled Part Occurrence

Sessions – Cancel

Sessions – Create

Sessions – Edit

Sessions – View

GO TO

Admin > Tools > Learning > Catalog Management > Events and Sessions

Or

ILT > Manage Events and Sessions > Create New Event

  • Copy and edit an existing event to quickly create new events with similar properties

 

BEST PRACTICES FOR ILT Event Creation

  1. Properties
  1. Events Name/ Number
  • Choose Event Names and Numbers that are clear to end users but also follow internal governance / naming convention standards.
  • Set-up a naming system early on for your Events / Sessions to avoid duplication and confusion later. Involve all key stake holders.
  1. Vendor(s)/Training Hours
  • Select the pre-configured vendor(s) from the selection list. Vendors can be used to identify if the Event is led by your organization or possibly a 3rd party.
  • Once your event has been saved, you will not be able to change vendors.
  • Enter the training hours that will display in the Event Detail page for users.
  1. Description/ Objectives/ Resources/Etc.
  • Be detailed with the event description and objectives so users have a clear understanding of event details before selecting a session.
  • Utilize HTML when possible to further draw attention to the event.
  • Upload any event attachments such as a course syllabus. Attachments can set to be visible to everyone, only registered attendees or administrators
  • Custom Fields such as “dress code” can easily be added to Events by going to Admin > Tools > Core Functions > Custom Field Administration.
  1. Options
  • Active: Consider leaving Events inactive if you are adding them long before you plan to associate sessions. Also, inactivate Events that you no longer plan to run in the future
  • Allow Users To Attend Multiple Sessions: Is used for training you expect your users to attend more than once. For example, an annual benefits brownbag session that a user can attend more then once.
  • Allow Interest Tracking: Use interest tracking as a method of gauging interest for Events in your organization. If you choose to use this option though make sure you review results regularly and take action on them.
  1. Ability to Select Sessions
  • If “users” is not checked end users will not be able to independently register for sessions.
  • Best practice is to empower your end users whenever possible. Allow end users, manager or admins to select sessions when possible.
  1. Keywords
  • End users often won’t know exactly how you have titled your Events. Make use of keywords to address common words users may search that are not already in the Event title or a subject.
  • Keywords can also be useful for filtering reports.

 

  1. Availability
  1. Add Availability
  • Use OUs such as Division or Groups as needed to make events/sessions available according to more complex criteria.
  • You must have availability set at the Event level AND the session level in order for users to select a session.
  • Individual Session availability can be different then Event availability. For example, a New Hire Event can be made available to ALL new employees but individual sessions can have availability set to just those employees in their geographic region.
  • Training Request Forms can be added by availability criteria allowing you to gather information specific to each group of users who request an event.
  • Checking Copy Availability to New Sessions can reduce your administrative effort in creating new sessions.

 

  1. Pricing
  1. Pricing
  • Pricing can be skipped if you do not charge for ILT registration.
  • You may opt to set pricing by criteria. For example, you may wish to charge a Self Registration group for a course, but not charge (or reduce the price) the rest of your organization.
  • When setting the Active Pricing, you may choose an end date for the pricing or leave the field blank if the price will forever remain in effect. You may also choose the currency, unit price, discounts, registration fee, and delivery fee. Lastly, you can select how to display the pricing to the end user

 

  1. Training Units
  1. Training Units
  • Training Units can be skipped if you do not charge for ILT registration,
  • Disassociate pricing from monetary value, allows users to pay for the courses with credits that are not actually purchased. For example, you may assign 1000 credits to a user (or group of users) to ‘spend’ on training as they wish. With this option, you can assign active and future pricing by Criteria, which allows you to control exactly who can acquire training via Training Units

 

  1. Session Defaults
  1. Resources
  • Resources, such as homework assignments, training plans etc. can be added to the session defaults. Each attachment can have separate visibility. For example, the training plan can be visible only to the Instructor.
  1. Registration
  • Only use Advanced Registration if you want those on Interest Tracking Lists to sign up prior to the session being visible to others for registration.
  • Email notifications should be set-up to accommodate this process.
  • If advanced registration is set-up for a specified time period, the general population will be unable to register until that time period has passed.
  • Registration Deadlines help ensure you close registration with adequate time to prepare for the attendance of all registrants.
  • If a training request is in the middle of a workflow (i.e. pending manager or approver approval) and approved after the deadline users will not be registered for the session.
  • Setting a Minimum Registration does not automatically cancel a session if that number is not achieved in registration. However, you can use this number in conjunction with email notifications to raise awareness of admins and/or instructors to sessions with low enrollment
  • Maximum Registration will prevent registration once the maximum number of registrants is reached. If you have enabled wait listing, any user who attempts to register after the maximum is reached will be placed on a waitlist.
  • If custom training fields are defined and active in Custom Field Administration, the fields display in the Registration section
  1. Enrollment (Optional Configuration)
  • Some organizations choose to limit the number of registrants from a particular OU. For example, if your training is required for one set of users and optional for another, you may choose to limit the number of registrations allowed from the optional group, thereby ensuring availability for the required attendees.
  1. Waitlist
  • Individuals on the waitlist receive first priority on registering if a seat becomes available.
  • Most organizations provide a 1 or 2 day waitlist deadline before opening up registration to the general public.
  • When using Waitlists, enable the ILT Session Seats Available email in Email Administration. This email will fire to individuals on the waitlist if a seat becomes available.
  1. Pre-Work/ Post-Work
  • Marking pre-work / post-work required will prevent the user’s status from going to “Completed” if they do not complete the pre-work in the solution. Pre-work always shows up within training details.
  • Communicate clearly with end users about pre-work associated to sessions and where they can access this information.
  • Non-required learning objects cannot be marked as post-work for a learning object that is post-work of another item. This causes a circular reference, and a learning object cannot refer to itself.

 

BEST PRACTICES FOR ILT Session creation

  1. Parts schedule
  1. Schedule Wizard
  • The Schedule Wizard is used to quickly schedule multiple sessions of the same event. Similar to Microsoft Outlook Calendar, Recurrence functionality, the wizard is most effective when you have regular recurring sessions.
  • For example, selecting Weekly; Monday, Wednesday, Friday allows Cornerstone to schedule all of our Office Hour sessions in one step.
  1. Add Part
  • Parts are used to define session specifics such as Start & End times, time zone, location, instructor, etc.
  • If session duration is longer than one day, or if there are separate sessions within the same day, click Add Part. You may configure multiple Parts.
  • The Location is the location of the Part. If you are charging users for this session and need to collect tax, a Tax Location icon may appear ( ); this is the location for which the tax should be based for the session.
  • Part Duration is automatically calculated, based on the Start Time and End, minus any break (If you start at 8am and end at 5pm, but have a 30 minute lunch break, the Part Duration will be 8.5 hours)

 

  1. Details
  1. Details
  • The majority of fields will be prepopulated from the Session Defaults entered during the Event creation process. If you need to modify specifics for an individual session, do so here.
  • GoToMeeting vILT integration sessions have a maximum registration of 25. If you are using a Lync vILT integration session, the maximum is 248 (instructor and event creator do not count towards the maximum number).

 

  1. Availability
  1. Availability
  • If you checked Copy Availability to New Sessions when creating the event, session availability will be pre-populated. You can however, change availability individual sessions
  • You must have availability set at the Event level AND the session level in order for users to select a session.

 

  1. Emails
  1. Select Email Type
  • Only customize emails for individual LO’s when absolutely necessary. Instead use Standard Emails and TAGS to dynamically customize email information such as session title, location, etc.

 

  1. Pricing
  1. Pricing
  • Session pricing will prepopulate with information from the event. You can update pricing for individual sessions as needed.

 

  1. Training units
  1. Training Units
  • Training Units will prepopulate with information from the event. You can update settings for individual sessions as needed.

 

  1. summary
  1. Summary
  • Take a moment to review your Session Details and Summary.

BEST PRACTICES FOR POST CONFIGURATION

GO TO Admin > Tools > ILT > Manage Events and Sessions

ENABLE SETTING

If you plan to include an Evaluation after your session, confirm that Evaluations are activated (and required when necessary) at both the Event and Session level.