NIH Best Practices Using the HHS Learning Portal (LMS) Michele Schwartzman, OHR, NIH LMS Functional Lead/NIH Training Center Program Manager Workforce Support and Development Division Thomas Holscher, OHR, NIH LMS Technical Lead HR Systems, Analytics, and Information Division
• Overview of NIH Enterprise Directory (NED) and HHS Learning Portal (LMS) • Data Feeds • Manager Data Feed • Servicing Administrative Officer (AO) Data Agend enda Feed • Import External Course Completions into the LMS Data Feed • Dynamically Maintained Audience Types • LMS Support Resources 2
Wher here do e do we e start? Brainstorm If approved, the NIH LMS Team •LMS Team Think Tank Bring CR to LMS works with our •LMS Advisory Advisory Group vendor, General Group Member for discussion & Physics, to •Any NIH vote implement! stakeholder Enter idea into If approved, CR the NIH moves to the Advisory Group HHS Change Change Request Control Board (CR) SharePoint for site consideration 3
Bes Best Practices ces U Using t the he HHS S Lea earni ning P Por ortal (LMS) 4
Overview N NIH E Enter erprise se Direct ectory y (NED) an and H HHS L S Lear earning g Por ortals s (LMS MS) 5
NIH En Enterprise D Direct ctor ory 6
Learning Manag agem emen ent Sys ystem F Fields 7
Man anag ager D Data a Feed eed 8
Mana nager er D Data Feed eed Problems • “Manager” field in LMS was populated with the last ITAS timecard approver • Employee’s direct supervisor may not even know they registered for a course that requires payment at the NIH Training Center Best Practice • Created a NED “Manager” LMS “Manager” data feed • With Manager approval in place, they are now aware of employee training 9
Ser Servi vici cing A g Administrative e Office cer (AO) D Data a Feed eed 10
Ser Servi vici cing A Adm dministrative O e Officer cer ( (AO) Data Feed eed Problems •Additional Approver for Orders (AAOs) in the LMS were not being kept up to date with staff changes •Approval of training orders were severely impacted •Help Desk tickets soared •Local Learning Registrar course was required 11
Ser Servi vici cing A Adm dministrative O e Officer cer ( (AO) Data Feed eed Best Practices • Created a NED “Servicing AO” LMS “AAO” data feed • Automated process provides a hands off experience • Admin Permissions: Registrar role is automatically assigned • Training : “HHS Learning Portal: Completing AAO Functions as an Administrative Officer” (online module) • Report : “NIH Missing NED Servicing AOs by Org” 12
Wha hat Our ur St Stakeho eholder ers H Have e Sa Said… • NHGRI • “The beauty of this solution is that it works seamlessly. It’s a lot easier to manage now that we don’t need to send in updates whenever an AAO changes.” • NIAID • “The 90 day pilot was a seamless transition for us! The transition has made our approving order help requests decrease dramatically!” • NCATS • “Everyone should join in. This really helps ensure data integrity!” 13
Tying i g it Tog ogether er – NED Data Feed E eed Effici cienci cies es • Improved NIH Training Center Approval Process • Training registrations (orders) have accurate approvers • Process Efficiencies • Created a hands off experience with the LMS • Reduced errors in the LMS • No longer needed to guess who approved the order at the first level • No longer need to manually update approvers in the LMS 14
Impor ort Ex Exter ernal nal Co Cour urse e Com ompletions s into t o the L e LMS 15
Imp mport Exter erna nal Cou Course e Com Completions i into t the he LMS Problem • Training data which is taken outside of the LMS needs to be imported into the LMS to support the HHS effort to have one system of record for training data and compliance with OPM reporting requirements. Best Practice • Data feed has been established to automatically load external completions into the LMS with a data file • Completions will be reflected in employee’s LMS transcripts • Flexible, agile, portable data feed • Report : HHS Completions by Org Report 16
HHS T Training g Com ompletion ons by O Org R Repor ort 17
Dynam amically M y Mai aintained A Audience ce Types es 18
Dyna namically Maintained A Aud udience T ce Types es What’s an Audience Type? • Folder that keeps a specific group of people in it for separate reporting purposes Problems • Previously, IC Audience Types were manually maintained by organizational code (HN% for NIH) • No method for reporting on NIH Managers/Supervisors for mandatory training Best Practice • Framework created to any automatically maintained audience types by overnight script • Currently use cases • Reporting on Mandatory Training • HHS Mandatory Training by Audience Type Report (developed by NIH) • Register targeted staff for trainings 19
NIH Su Supervi visor ors A Audience ce Type 20
LMS Su Support R Res esou ource ces 21
LMS S Su Support R Res esou ources ces • NIH LMS Support Page ( NIH login required ) • Reference Guides • Course Manuals • How to Videos • Instructor Led Training (LMS Administrator Program) • NIH Training Center • HR Systems Support Help Desk 22
Michele Schwartzman • NIH Training Center & NIH OHR Contact Information HRSAID • Michele.Schwartzman@nih.gov • 301-594-8466 Thomas Holscher • NIH OHR HRSAID • Thomas.Holscher@nih.gov • 301-435-6637 23
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