A REFERENCE GUIDE FOR ONLINE LEARNERS AND EMPLOYER ORGANIZATIONS HealthWest Learning Management System

Table of Contents For Learners and Their Supervisors:  Creating a New User Account Creating a New User Account  What “Manager” means in the LMS What “Manager” means in the LMS  How to Enroll in a Class How to Enroll in a Class  How to Unenroll from a Class (Important!) How to Unenroll from a Class (Important!)  How to Print a Transcript or Certificate How to Print a Transcript or Certificate For Provider Administrators  How to Designate Provider Administrators and Log On How to Designate Provider Administrators and Log On  How to Run Reports as a Provider Administrator How to Run Reports as a Provider Administrator Frequently Asked Questions

Initial Considerations: Who Creates Learner Accounts? The Learning Management System (LMS) is oriented around the individual learner having their own account This creates two options for employers: you can have individual staff create their own accounts, or have supervisors create individual accounts for each staff person If a supervisor will be scheduling trainings for individual staff, the best solution will often be having a supervisor create the accounts If supervisors are creating accounts, it’s helpful if both the supervisor and learner have access to the unique ID and password to log on TIP: it is helpful to use a standard formula when creating usernames and passwords, such as:  Example: Mary Smith and John Doe work for MOKA  Example: usernames = mokams and mokajd or usernames = moka1 and moka2  Example: password is the same for all staff from one home or follows a formula  password = mokapassword or passwords = password1 and password2

How to Create a Learner Account, Step 1 Go to Click on the New Students link in the bottom right corner:

Make Sure You Are On HealthWest’s Site If someone goes to: they will see the screen below. Make sure they click on the HealthWest Registration link to go to the Muskegon County section!

How to Create a Learner Account, Step 2 Complete your registration by filling in these fields. Name (first box is for first name, second box is last name—check your spelling and capitalization) Your Username will be your unique ID for the LMS (this is the name you will use to log in). You must enter your address (the system will only let the same address be used for ONE student). Job Title Phone Number (double check it is correct) Your Birth date must be entered in the format: mm/dd/yyyy. Region and CMH will be automatically filled. Organization (drop down box for your company) Program Name (may be same as organization if your organization is a single home/company) Select your manage r listed in the drop down menu. If the Manager field is not relevant for you, select the first option, which is 0-No Manager Create a password you will remember. Press Process Registration. Confirmation will be sent to the learner and the manager.

More on “Managers” in the LMS The ‘Manager’ receives auto generated s when selected, there is no log on or account access for people loaded in the system as ‘managers’. Supervisors who are listed as managers can have more access to work in the system in two ways:  The learner and supervisor both have access to the learner user name and password (this works well for program supervisors). Supervisors and learners can enroll in classes and access student training records.  Individuals who will run organization-wide reports can be made ‘Provider Administrators’. Provider Administrators have access to the administrative side of the LMS and can run transcripts for any learner in their organization.

Enrolling in a Class, Step One Go to Log on to the LMS by entering the User Name/Unique ID and password and click Login

How to Create a Learner Account, Step 1 Go to Click on the New Students link in the bottom right corner:

Enrolling in a Class, Step Two Click on the Courses-Available tab.

Enrolling in a Class, Step Three Find the course you want to take in the alphabetical list. You may need to use the scroll bar to see the full list of trainings. Click on the Enroll icon.

Enrolling in a Class Confirmation s are automatically sent to the Learner, the Learner’s Manager (if selected), and the CMH. The class now appears on the learner’s home page under the Courses- Enrolled tab. When online modules are available, the learner will access the material by clicking the Enter Icon. For classroom trainings, registration is complete and the learner will simply come to the appropriate location at the designated time.

Unenrolling from a Class, Step 1 To Unenroll (cancel) from a class, go to the Courses- Enrolled Tab and click on the ‘Info’ icon for the class to unenroll.

Unenrolling from a Class, Step 2 Scroll to the bottom of the Class Information page Click on the ‘Unenroll Now’ button A confirmation of the unenrollment will be sent to the learner, learner’s Manager (if selected), and the CMH.

Prompt Unenrollment is Critical to Maximize Availability of Training The LMS automatically tracks open seats in a class, based on enrollments and unenrollments. Prompt unenrollments for students who are not available to attend frees the spots to allow for maximum capacity.

Accessing Transcripts for Trainings After a classroom learner completes training, the CMH will mark the training complete (please allow time). Learners--and supervisors who share login information-- can access an individualized transcript from the Student Home Page. Simply click on the Transcript link in the left margin.

Accessing Training Certificates Learners (and supervisors with shared access) can also print training certificates (for courses with certificates available) at any time after the CMH marks the course complete. Go to the Courses-Completed tab, and click on the ‘Info’ icon. Scroll to the bottom of the page that appears and click on the Print Certificate link.

Provider Administrators: Administrative Access 1-5 individuals in your organization may be designated as ‘Provider Administrators’ Provider Administrators have access to the administrative side of the Learning Management System and can run reports about the training of staff throughout their organization Provider Administrators log on to a separate administrative website using a different username and password than used on the learner website

Designating Provider Administrators Organizations indicate who they would like to serve as Provider Administrators, and provide names and addresses to HealthWest Training at An will be sent to the Provider Administrator with their username and password Remember, this username and password will only work on the administrative side of the system, not the learner side.

Logging on as a Provider Administrator Go to the LMS’s Administrative Side website: Log on by entering your Provider Administrator username and password (remember, your learner username and password will not work)

Provider Administrator Home Page This is the homepage you will see when you log on to the administrative side of the LMS as a Provider Administrator. Click on the Reports tab to run reports and generate transcripts for staff in your organization. Note: the Home and Help tabs will not be especially relevant for Provider Administrators, as they are oriented around CMH manager functions

Provider Administrators: Running Reports Provider Administrators can run Reports in the categories listed at left: Enrollment reports tell you who has been enrolled in training(s), and whether training is completed or not Test & Course Completions tell you who (and who has not) successfully completed classes Inactive Students simply tells you about any students who have been marked “Inactive” due to time lapse since their last training. The CMH will not typically be marking students as “inactive.” Tuition reports attempts to show the value of the tuition associated with the training for your staff. HealthWest will not be using this system for billing. Registrations refers to individuals who have learner accounts on the LMS system. Training Effectiveness compares pre-test and post-test knowledge. This will not be relevant as we do not generally use pre & post test structures. Transcript reports allow you to generate a transcript for an individual learner in your organization. Time Logging reports provide you with the log in and log out time for individual learners from your organization. Course titles are also included. This may be a helpful monitoring feature once online training modules are active. Item Analysis reports refer to analysis of specific test questions when tests are offered for online training modules. Evaluations gather feedback from online training evaluations that have been completed by staff from your organization Demographics will not have relevant information because we have chosen to keep our account creation as simple as possible and not to collect demographic information. Custom Reporting allows you to mix and match variables captured in the LMS data tables to create your own reports. These reports are not especially user-friendly, but feel free to experiment! Graphing will provide visual reports, when it is up and running.

Sample Report Creation Screen Clicking on the report links from the prior slide will give you different options depending on the report. If you need a transcript for one employee, the “Transcript” report page is show below. Use the drop-down box next to ‘Select a Student’ to see that employee’s transcript.

Frequently Asked Questions: General LMS Use 1. What if my Organization or Program is not an option in the Student Registration drop downs or if I need to remove an outdated Organization or Program name?  To request the add/remove of your Organization or Program to a drop down list, the change to – 2. How does an organization change manager, organization, program, or provider administrator information?  You may request these changes by ing 3. How do I find information on what classes are available?  An alphabetical listing of all courses is available on the LMS Student Homepage, under the Courses-Available tab.

Frequently Asked Questions Continued General LMS Use 5. How does the LMS system affect payment for training? o For HealthWest there will be NO CHANGE. We will still be charging No Show fees and charging out of network providers. 6. How do I change a student profile (including the person who is the student’s manager)? (See next slide for answer) 7. What happens when a staff person transfers from one employer to another? 6. W hen a learner transfers from one employer to another, that learner may continue to use the same LMS account. The learner must notify HealthWest Training of their new employer and request the system be changed to reflect this. At that point, the learner may choose to continue to use the same user name and password OR the may choose to change their username and/or password. 8. How does it work when a staff person works for multiple employers at the same time? (Two slides ahead for answer)

FAQ #6: How Do I Change a Student Profile? Learners (as well as their supervisors, if usernames and passwords are shared), may change data in a Student Profile via the Student Home Page. Make the change(s) and click ‘Update Profile’ button.

FAQ #8: How does it work when a staff person works for multiple employers at the same time? Because of the way that the LMS is structured, individual learner accounts are tied to a specific Organization. If an individual is employed at multiple organizations at once, he/she will have multiple accounts on the LMS. In this case, each account will have partial training records. But the learner will be able to access his/her multiple accounts and print certificates and transcripts as needed. Alternatively, the learner can choose to give multiple organizations access to a single account by sharing username and password information. This preserves all training records in one learner account. However, only one organization and program will be listed in the record, only one organization will have access to the data for reporting purposes, and only one manager may be selected to receive confirmation s.

Thank You! Thanks for taking the time to learn about our LMS system! Additional Questions? Contact us at: