Assigning Learning Needs to Users Manually

Objectives

After completing this lesson, you will be able to:
  • Assign learning directly from the user entity
  • Assign Learning Using the Manage Assignments Tool

Manually Assigning Learning to the User Entity

Overview

Learning can be assigned manually, with the process of directly assigning learning to a user entity. This can be done in two ways, either directly to a user or by using the Manage Assignment tool. On the other hand, there are also automatic ways of assigning learning, such as using the job code or utilizing Assignment Profiles. These methods provide different options for managing and assigning learning opportunities to users.

Manually Assigning Learning to the User Entity

To assign items to a single learner, go to the Assigned Items tab within the user's entity. This process, known as assigning a free-floating item, involves items not linked to any curriculum or program. Such assignments are one-time requirements, meaning there are no retraining periods. The retraining defaults of the item are ignored. Once a free-floating item assignment is made, the item will appear on the user’s Learning Plan regardless of whether the learner has previously completed the item.

When assigning free-floating items directly to the user the item default values for initial number and initial period are used to calculate the Required Date field. If the item entity has a default value for Assignment Type, such as required or optional, that value will automatically populate the Assignment Type field. The Administrator can edit the Required Date and Assignment Type fields for the items assigned as free-floating items by using the Edit button. The Administrator may remove any free-floating items from this tab as well.

Items assigned through curricula cannot be removed individually, nor can their Assignment Type be modified by the administrator. However, administrators can still edit the Required Date for all items listed on this tab.

By default, the Assigned Items tab shows outstanding items, both optional and required, but it does not display completed items unless they need to be completed again.

Assigning curricula and programs directly to a user, is done in a similar fashion. Navigate to the respective entity tab to add the learning events as previously described.

Assign Learning Directly to a User Entity

Follow these steps to assign learning directly to a user entity:

Steps

  1. Navigate to Learning Administration → People → Users

  2. Search for and select a user.

  3. Select the Assign Items/Curricula/Programs entity tab(s).

  4. Use the Plus icon to search for and select the entities you are going to assign.

    The figure below illustrates direct assignment of an item to a user entity. Select the Assign Items tab and the plus icon to add an item and directly assign it to the user.

    The highlighted plus icon is used to directly assign an item in the Assigned Items tab of a user entity.

Result

You have assigned learning directly to a user entity.

Manually Assign Learning to a User

Business Example

In this exercise, you will manually assign Items directly to a user.

Steps

  1. Navigate to People → Users.

  2. Enter criteria to search for the user to whom you will assign the item (enter Abel in the Last Name field).

  3. Choose Search.

  4. Choose the user ID link.

  5. Select the Assigned Items tab.

  6. Choose Add Assigned Items.

  7. Enter criteria to search for the Item(s) to assign (use Asbestos for keyword search).

  8. Choose Search.

  9. Select the Add checkbox next to the Item(s) to add.

  10. Choose Add.

  11. Choose Edit.

  12. Locate the Item(s) in the displayed list.

  13. Add/edit the Required Date using the calendar icon.

  14. Select an assignment type from the drop-down menu.

  15. Choose Save.

Manually Assigning Learning using the Manage Assignments Tool

The Management Assignment Tool allows administrators to do a one-time manual batch assignment of one or more items, curricula, or programs to an individual or a group of users. This tool gives you the ability to select multiple users and assign multiple learning events to them.

The Manage Assignments Tool can be launched from Learning Administration → Manage User Learning → Manage Assignments. If you are assigning learning from an entity → Actions → Assign, the Manage Assignment tool will automatically launch as well.

Create Batch Assignments using the Manage Assignment Tool

Follow these steps to create batch assignments using the manage assignment tool.

Launch the Manage Assignments Tool from → Learning Administration → Manage User Learning → Manage Assignments and open the Manage Assignments Tool wizard. Follow these steps to make batch assignments:

Steps

  1. Select Management Action. The figure below illustrates available options for adding or removing learning events.

    Manage Assignments screen shows available options for adding or removing learning events.

  2. Select Next.

  3. Use the Add one or more from list to search for and select users.

  4. Use the Add one or more from list to search for and select the entities you are going to assign.

  5. Edit Assign Dates.

  6. Complete Managing Assignments: Schedule or run the job.

Result

You have created batch assignments using the Manage Assignment Tool.

Assign Learning Using the Manage Assignments Tool

Business Example

In this exercise, you will assign curricula directly to user record.

Steps

  1. Navigate to People → Users.

  2. Enter criteria to search for the user to whom you wish to add the curriculum (enter Abel in the Last Name field).

  3. Choose Search.

  4. Choose the user ID link.

  5. Select the Curricula tab.

  6. Select Add Curricula from the Add Curricula dropdown.

  7. Enter criteria to search for the curriculum to add (use Asbestos for keyword search).

  8. Choose Search .

  9. Select the Add checkbox next to the AT 2024 Asbestos Training curriculum to add.

  10. Choose Add.

  11. Verify the curricula are added to the user entity:

    • If necessary, use the scroll left button to locate the Assigned Items tab.
    • View the items that are added to the user’s learning plan based on the curricula added.

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