online learning procedure for using arch-elearn

SS01 PCPR01 On-Line Learning Procedure For Using Arch-Elearn

THE ELECTRONIC VERSION OF THIS DOCUMENT IS THE APPROVED AND MOST CURRENT. ANY PRINTED

VERSION IS UNCONTROLLED AND MAY NOT BE CURRENT.

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ON-LINE LEARNING PROCEDURE FOR USING ARCH-ELEARN

1. PURPOSE

This procedure explains how to use Arch-eLearn.

2. RESPONSIBILITIES

The procedure applies to all Archdiocesan Workers with the exception of Brisbane

Catholic Education.

3. PROCEDURE

Contents 1 login – First time ............................................................................................................................. 2

2 login normal .................................................................................................................................... 3

3 Welcome Message .......................................................................................................................... 4

4 Dashboard ....................................................................................................................................... 5

5 Password forgotten – HELP! .......................................................................................................... 5

6 Email Addresses – Keep Current/Change ....................................................................................... 6

7 eLearning administrators................................................................................................................ 6

8 Password Changes .......................................................................................................................... 6

9 To start or continue a course ........................................................................................................... 7

10 Certificate Printing ...................................................................................................................... 8

11 Enrolling in a course ................................................................................................................... 8

12 APP for phone or tablet ............................................................................................................... 9

13 Help online ................................................................................................................................ 11

14 ‘Team Leader’ Dashboard - how to use .................................................................................... 12

15 Reports - How to set up and run ............................................................................................... 12




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1 login – First time First time login or after an Administrator password change requires you to

enter a password at login. For security reasons, passwords expire every 90

days.

Passwords must meet the minimum security standard for strong passwords:

1 upper case,

1 lower case,

1 number,

1 special character,

With a minimum of 8 total characters.

Use the link from emails or the below login methods to access Arch-eLearn.

The first screen requires you to change your password:




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2 login normal Options to login to Arch-eLearn:

1. To log into Arch-eLearn, go to the URl/Internet address:

https://arch-elearn.litmos.com.au/

sign in with your username and password

2. Access through the Employee Portal

Learning and Development tile

Arch-eLearn sign-in tile

sign in with your username and password

3. Phone or tablet app access

Details on downloading app are provided in Section 8




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3 Welcome Message Read the Welcome Message. After your first login there is the option to not see the Welcome

Message again, by clearing the tick box at the bottom of the message box:

Always show this message on the Home Page.

To proceed click on ‘Continue to my dashboard’.

Managers and Supervisors will see the ‘Team Leader’ Dashboard when they first log in. To see

assigned courses click on the down arrow at the right side of the screen and click on ‘Switch to learner

view’. The ‘Team Leader’ Dashboard is explained later in this procedure.




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4 Dashboard The dashboard displays:

• The number of courses to do, overdue, and completed

• The ‘All’ courses icon only displays incomplete and not started courses. It does not include

completed courses – refer to ‘Completed’ icon for completed courses

• ‘In Progress’ lists commenced courses that are not yet completed

• ‘Overdue’ lists courses that have a deadline for completion

• ‘Not Started’ lists the courses in which you are enrolled and have not yet commenced

• ‘Completed’ provides the list of all completed courses. However all courses are only visible

when the view icon is depicted as ‘list view’

5 Password forgotten – HELP! Forgotten your password - reset from the login screen.

Click on [I’ve forgotten my username/password]

Enter your username then click [Continue].

You will then receive an email with a link. Click the link within the email. Reset a new password to

continue access to the system. Make a note of your new password.

For security reasons, passwords expire every 90 days. Passwords must meet the minimum security

standard for strong passwords i.e. 1 upper case, 1 lower case, 1 number, 1 special character, minimum

8 total characters.




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6 Email Addresses – Keep Current/Change Keep your ESS (Employee Self Service) email address up to date at all times. Unfortunately, changes

to your personal email address under the Employee/Personal tab in ESS are not linked to Arch-

eLearn. Email address changes need to be made by you in ESS. To change your Arch-eLearn email

address, email a request to [email protected].

Arch-eLearn emails should be marked as safe so they don’t appear in your junk mail box.

7 eLearning administrators eLeaning administrators are available to assist you if required. Send an email to

[email protected] to contact your administrator. The list of

administrators is available on the Learning and Development tile in the Employee

Portal at https://ai.catholic.net.au/hris/Pages/Learning-and-Development.aspx

8 Password Changes Passwords can be changed at any time. Click the down arrow on the right side of the screen and

select ‘My Profile & Settings’.

Click on ‘Change Password’.

Click on ‘Show Password’ to check that what you are typing is the same in both boxes.

Once you have chosen a password, click on ‘Save’.




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9 To start or continue a course From the dashboard, start a course by clicking on the course name.

Click on ‘Start Course’.

If you have already started a course, click ‘Continue this course’.




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10 Certificate Printing After completing a course you may print a certificate.

Click ‘Achievements’ in the menu.

Next to the course name, click on ‘Download certificate’.

11 Enrolling in a course There are over 1,000 courses available for you to access from the library.

Non-mandatory courses are available to everyone however, they are to be

undertaken in your own time unless a specific course is included in your development plan as agreed

with your supervisor. Mandatory courses are paid standard times in most cases.

Click on ‘Course Library’ on the menu bar. Choose a course from the list or type the name in the

‘search’ field.




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12 APP for phone or tablet Arch-eLearn is fully mobile enabled.

From the App Store for iPhone (or Google Play for Android) type ‘Litmos’ into

the search field and press enter.

Download the SAP Litmos Training App onto your device. NB the name.

1. The first time you open the app on your device, enter the domain name ‘Arch-eLearn’.

2. Enter your username and password to log in. Click on ‘Sign in’

3. Read the welcome message and then click ‘Continue to my dashboard’.

4. The dashboard will show all incomplete courses.

User name

Name




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5. To access the menu, and search the course library, click on the 3 lines on the right side.




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13 Help online Online help is available 24/7.

Click on the down arrow on the right side of the screen and select ‘Help’.

Type your question in the search field and click enter.




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14 ‘Team Leader’ Dashboard - how to use The ‘Team Leader’ dashboard enables access to details for your direct reports. Reports to ensure

team members have completed their compliance training can be run by Team

Leaders/Managers/Supervisors.

15 Reports - How to set up and run Regular reports may be set up to run from Arch-eLearn.

Click on ‘Reports’ in the menu.

Select from ‘Quick reports’ or click the Reporting Engine to build and schedule a report for your

team’s course completions.

Click on the title to reveal drop down list. This example will use the Team Course completion

selection.




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Arch-eLearn will suggest some options to include in your report.

Select additional options from the drop down list available from clicking on the options listed or,

remove items by clicking on the ‘x’ in the screen on the right side. Removed options will return to the

relevant group on the left side.

When you are happy with your selection, click ‘next’.




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Choose desired filters to be applied to the report.

In this example, user timezone, all courses, courses assigned in the last 30 days (you could also

choose the year to date or course completion date instead of assigned date).

A filter has been selected to show only active people. To see results for current employees, ensure

you add this active filter.




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A preview allows you to check the information on your report. If changes are required, return to the

previous page(s) to amend.

Name the report and either run it just once or schedule it to run on a regular basis.

The example report has been scheduled to run weekly at 12am Monday. Click ‘Build and Save’ to

save the report to use in the future.




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There is an option to download the report immediately.

When saved, the report will appear on your reports dashboard where you have an option to edit (select

this option to run the report again), copy or delete the report.

4. RELATED DOCUMENTS

Name Document type Document number

Organisation Development and

Training Policy Policy 4.1

Organisation Development and

Training Procedure Procedure 4.1.004a

eLearning Policy Policy 5.4

eLearning Procedure Procedure 5.4.005a




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5. RELATED CANON LAW, LEGISLATION, STANDARDS, REFERENCES

Not applicable.

6. IMPLEMENTATION

6.1. The Policy Coordinator will publish the procedure on the Archdiocesan Intranet.

6.2. The Consultant, Organisation Development will publish the procedure on the

Employee Portal.

7. COMMUNICATION

7.1. Learning and Development team will ensure the appropriate communication to

employees occurs.

7.2. All employees are responsible for understanding and complying with this

procedure.

8. REVIEW DATE

8.1. The next review date for this procedure is January 2023.

9. VERSION AND APPROVAL HISTORY

Version control

Version Author Date reviewed

1 Consultant, Organisation Development 09/01/2020

Approval history

Version Approver Date approved

1 Executive Director, Archdiocesan Services 13/01/2020

10. DEFINITIONS

AGENCIES The Agencies of the Archdiocese of Brisbane are as

follows:

• Archdiocesan Development Fund

• Archdiocese of Brisbane

• Brisbane Catholic Education

• Centacare

• Episcopal and Corporate

• Evangelisation Brisbane




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CANON LAW The Code of Canon Law is the codified body of general laws

governing the Catholic Church.

EXECUTIVE

DIRECTOR

Unless otherwise stated, refers to the Executive Director, of

the stated Agency.

POLICY

COORDINATOR

Refers to the Governance, Risk and Compliance Officer or

person appointed by the Executive Director, Governance,

Legal and Risk, Archdiocese of Brisbane at the time.

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