managing professional development for course organizers

Managing Professional Development Managing Professional Development for Course Organizersfor Course Organizers

2MPD for Course Organizers – 04/19/23

Have fun and enjoy the opportunity to contribute to SBBC’s future success!

Turn off or silence cell phones and pagers No email messages during class time Keep side discussions to a minimum Do not interrupt the person speaking We will start, break, and end on time Unanswered questions will be placed in the

“Parking Lot” and answers will be distributed later

Welcome and Ground Rules

Logistics

Before we get started ...

ConceptsConcepts

SimulationsSimulations

Demo & ExercisesDemo & Exercises

BRITE BRITE

Classroom MaterialsClassroom Materials

(Let Me)(Let Me)

(Tell Me)(Tell Me)

(Show Me)(Show Me)

Key Terms in SAP 6.0

BRITE Portal A site that functions as a point of access to information on the web. Examples of a portal include Yahoo, BRITE, etc. SAP and ESS will be accessed through the BRITE Portal.

Professional Development

Planned booking, prebooking, rebooking, replace and wait list functions in SAP to register participants. Organizers will be able to create business resources, attach schedules to those resources and Lock/Approve functions in the resources catalog.

Learning Solution (LSO)

SAP LSO is targeting learning scenarios for career growth. Replaces Training & Events Management (TEM) in SAP.

Dynamic Menu The Dynamic Menu provides visibility of all course groups, course types, courses, and course participants. Also gives accessibility to all reporting functions.

Employee Self Service (ESS)

Workplace for employees to view training activity, prebook and book courses, and view personal information.

Professional Development in ESS

Tab in Employee Self Service in which participants may register for courses, prebook in course types, and view inservice record.

Terminology Crosswalk

Training & Events Management (TEM)

Learning Solution (LSO)

Organizer Training Provider

Business Event Group (BEG) Course Group (Programs)

Business Event Type (BET) Course Type

Business Event (BE) Course

Attendance (Attendee) Participation (Participant)

Future StateFuture StateCurrent StateCurrent State

Table of Contents

Lesson Page

One: Introduction to Managing Professional Development 9

Two: Course Type Creation 34

Three: Dynamic Course Menu 54

Four: Dynamic Participation Menu 99

Five: Appraisals & Follow Up Procedures (Close-out) 136

Six: Reporting 163

Seven: Non-employee (External) Registration Process 188

Eight: Managing Professional Development in ESS 198

Nine: Summary 218

Agenda

Lesson

One: Introduction to Managing Professional Development

Two: Course Type Creation

Three: Dynamic Course Menu

Four: Dynamic Participation Menu

Five: Appraisals & Follow Up Procedures (Close-out)

Six: Reporting

Seven: Non-employee (External) Registration Process

Eight: Managing Professional Development in ESS

Nine: Summary

Introduction to Managing Introduction to Managing Professional DevelopmentProfessional Development

At the end of this lesson, participants will be able to: Identify how to access SBBC’s Professional

Development information (i.e., Master Inservice Plan)

Recognize the flow of Professional Development management system functions and processes

Log into the BRITE Portal and navigate SAP 6.0 Learning Solution (LSO)

Create Favorites and Dynamic Menu settings

Lesson Objectives

1. Training Materials

Found in the Training Library in the BRITE Portal, as well as on the ERP website:http://www.broward.k12.fl.us/erp/

2. Master Inservice Plan

Drives Broward County Schools’ Professional Development based on standards from the state

Found in CAB Conference or on the website: http://www.broward.k12.fl.us/hrd/trainersdesigners (Inservice)

MIP Orientation for 2008-2009 will explain specific SBBC processes further

3. Professional Development Forms

Course Application, Credit Adjustment, Independent Study, External Workshop, etc.

Found in the HRD-Inservice CAB Conference.

SBBC Professional Development Information

Crosswalk

Enter unrelated Course Types District Departments now have aligned Course Types to Programs

HRD contacted for all Course changes

Increased ability of Course owners to modify Course information

Various registration processes – PDSS, ESS, SAP,GSMU

Online self-registration for ALL training participants (internal/external) through ESS

Functionality not used – any prerequisites are manually checked

Prerequisite checks to ensure proper knowledge base for each course, if necessary

Booking will not be blocked – reports can be run to identify any deficiencies

No accountability for not showing up for a course

Notifications sent to supervisors/principals when an employee is a ‘no show’ for a course

External participants not able to fill out appraisals through ESS – hard copies

All participants will submit appraisals through ESS Appraisal reports include all internal and external

participants

Future StateFuture StateCurrent StateCurrent State

Process Flow for Course Organizers

Display Dynamic

Course Menu to View Course

Type Information

Finish

Create/Maintain Courses

Participants Register in

Gather Completed

Sign-in Sheets from Course

Delivery

Maintain Rosters& Check

Appraisals

Follow Up (Close out

Course)

Print & File Reports

Logging into the BRITE Portal

User Login ID

Entry format = P00012345

9 characters (total) starting with the letter P

Personnel Number 12345

If personnel number is less than

8 digits, then leading zero(s)

should be added to it

Password (first time users only)

Entry format= ja021956

mm = first 2 letters of birth month (ja)

dd = 2-digit birth day (02)

yyyy = 4-digit year of birth (1956)

Case sensitive, so make sure the month letters are lowercase

Navigating the BRITE Portal

After entering the User ID and Password, click Log on to access the

BRITE portal

Click here to access SAP

Click here to enter SAP Easy Access Menu

Navigating SAP Learning Solution (LSO)

Click to expand the SAP Learning Solution menu

Navigating SAP Learning Solution (LSO)

Note the menus in SAP LSO

Favorites in SAP

You can set up links to commonly used transactions in the Favorites folder.

Creating a Favorite in SAP

Select the transaction from the SAP menu

Click Menu Favorites Add

Changing the Name of a Favorite in SAP

Select the transaction to rename, and then click Menu Favorites Change.

Enter the name change, and then click the Green Check icon.

Name has been changed in Favorites.

Displaying Technical Names for Transactions

Click Menu Extras Settings:

Select Display technical names

Click the Green Check icon

Click the Green Check

icon to continue

Technical Names Not Displayed

Technical Names Displayed

Displaying Technical Names for Transactions

Settings for Dynamic Menus – Filters

From the Dynamic Course Menu, click Menu Settings Change Settings:

Click the Filter tab

Click the All radio button for each of the filter selections

Click the Save icon

Settings for Dynamic Menus – Course Menus Period

Click the Course Menus tab

Enter the Period From 07/01/2007

Enter the Period to 12/31/9999

Click the Save icon

Settings for Dynamic Menus – View Options

Click the View tab

Click the Checkbox for each of the Object View selections

Click the Save icon

Demo & Exercise

LSO_PSV2: Dynamic Course Menu – Change Settings

Change your Dynamic Menu settings for the following: Filter – All Course Menus – From 07/01/2007 to 12/31/9999 View – Check all

Lesson Summary

Congratulations! You should now be able to: Identify how to access SBBC’s Professional

Development information (i.e., Master Inservice Plan)

Recognize the flow of Professional Development management system functions and processes

Log into the BRITE Portal and navigate SAP 6.0 Learning Solution (LSO)

Create Favorites and Dynamic Menu settings

Knowledge Check

To access SBBC’s Professional Development Information, I would go to the HRD website or the HRD-Inservice CAB Conference.

A. True

B. False

To access the SAP Manual, I would go to the ERP website.

A. True

B. False

Professional Development transactions can not be performed through the BRITE Portal.

A. True

B. False

Knowledge Check

Employee Self Service is the workplace for employees to view training activity, prebook and book courses, and view personal information.

A. True

B. False

If I create a Favorite in my SAP Menu, I still have to enter the transaction code in the Fastpath field.

A. True

B. False

Questions?

Agenda

Lesson

Five: Appraisals/Follow Up Procedures (Close-out)

Six: Reporting

Seven: Non-employee (Externals) Registration Process

Nine: Summary

Course Type CreationCourse Type Creation

At the end of this lesson, participants will be able to:

Describe the process to create Course Types Navigate the Portal to submit a new Course Type for approval

Lesson Objectives

Course Type Creation Process Flow

CourseOrganizerObtain Course

Type Date Entry Form & Initiate

the Course Type Creation

YES Finish

Review and Approve the Course Type

Online

Course Type is Added to the

Course Catalog in SAP

BRITE Portal: Course Type Creation

17 18 19

BRITE Portal: Course Type Creation – Save as Draft

BRITE Portal: Course Type Creation – Notifications

Simulation

Submit the Course Type Data Entry form for the new Seven Habits of Highly Effective People within the Effective Schools Program.

Demo & Exercise

Submit the Course Type Creation for the new Pirate’s Code of Ethics offered in the current fiscal year.

Refer to the Completed Course Type Data Entry Form in the Appendix for specific details.

Congratulations! You should now be able to:

Describe the process to create Course Types Navigate the Portal to submit a new Course Type for approval

Lesson Summary

Knowledge Check

When entering a new Course Type for approval online, youmay save the form as a draft to be completed later.

A. True

B. False

When the Course Type has been approved, how many notifications will you receive?

A. One

B. Two

C. Three

D. None

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

Dynamic Course MenuDynamic Course Menu

At the end of this lesson, participants will be able to perform professional development transactions in LSO to:

View Course Types in the Course Catalog Create Courses Display and change Courses Lock and unlock Courses Firmly Book and cancel Courses Run the Course Capacity report

Lesson Objectives

1. Has my Course Type been approved and updated in SAP?

2. Within the District Department Course Type, check objectives, description, relationships, and individuals responsible for the Course Type (Program Manager, Organizer).

3. If there is not a Course Type in the system that matches your requirements, the Program Manager must complete the Course Type Application form. The Program Manager will print the Course Type Data Entry form and give it to the organizer to initiate the Course Type Creation through the BRITE Portal.

What does the Program Manager need to know before creating a Course?

Course Creation Process Flow

LSO_PSV2

Does Course Type Exist with

Correct Relationships?

LSO_PSV2

Create Course using Approved

District Dept Course Type

Finish

Course Type RequestSubmit the

Course Type Creation

Application Online

NO Finish

LSO_PSV2: Dynamic Course Menu – Display Course Types: Dynamic Course Menu – Display Course Types

Double-click the transaction to access the

Dynamic Course Menu

LSO_PSV2: Dynamic Course Menu – Display Course Types

Let’s view the Course Type in SAP using the Dynamic Course Menu.

LSO_PSV2: Dynamic Course Menu – Display Menu Options

LSO_PSV2: Dynamic Course Menu – Create

Create Course with Resources Assign an Instructor

Create Course without Resources No Instructor Assigned

LSO_PSV2: Create Course without Resources

Simulation

Follow the simulation to create a Course without Resources.

Demo & Exercise

Course Type Singapore Math Select Schools Gr 3-5: Start Date 08/13/2008 Internal Firmly Booked Short Name – Sing Math Long Name – Sing Math Select Sch Gr 3 to 5 Course Location – BCC Schedule:

08/13/2008 12:00:00 to 16:00:00 08/26/2008 12:00:00 to 16:00:00 09/29/2008 00:00:00 to 02:00:00

Minimum – 10 Optimum – 25 Maximum – 25 Training Provider – Consuela Stone

LSO_PSV2: Dynamic Course Menu – Change

LSO_PSV2: Change Course

Simulation

Follow the simulation to change a Course and add an Instructor.

Demo & Exercise

Add Leslie Ritter as an Instructor to the Singapore Math Course just created.

LSO_PSV2: Dynamic Course Menu – Display

LSO_PSV2: Display Course

Demo & Exercise

LSO_PSV2: Display Course

Display the Singapore Math Course just created and changed.

LSO_PSV2: Lock/Unlock Course

Demonstration

LSO_PSV2: Lock/Unlock Course

Let’s look at how to temporarily lock the Course just created.

LSO_PSV2: Firmly Book/Cancel Course

Simulation

Follow the simulation to practice Canceling a Course.

ZHTE_CAPACITY: Course Capacity

Congratulations! You should now be able to perform professional development transactions in LSO to:

View Course Types in the Course Catalog Create Courses Display and change Courses Lock and unlock Courses Firmly Book and cancel Courses Run the Course Capacity report

Lesson Summary

Knowledge Check

Creating a Course with resources means adding an instructor.

A. True

B. False

Prior to creating a Course, the following Course Typerelationships should be verified:

A. Awards Inservice Points of

B. Is designed by Person

C. Is designed by Organizational Unit

D. All of the above

Knowledge Check

Participants are able to enroll themselves in a Locked course via ESS.

A. True

B. False

When canceling a Course, the reason for cancellation must be entered.

A. True

B. False

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

Dynamic Participation MenuDynamic Participation Menu

At the end of this lesson, participants will be able to describe the processes to:

Book and rebook participation in Courses Prebook participation in Course Types Replace or cancel participation in Courses Print the LSO Sign-in Sheet

Lesson Objectives

LSO_PSV1: Dynamic Participation Menu

Double-click the transaction code to go

to the Participation Menu

LSO_PSV1: Dynamic Participation Menu

LSO_PSV1: Dynamic Participation Menu – Display Menu Options

LSO_PSV1: Dynamic Participation Menu – Book

LSO_PSV1: Book Participation

Simulation

Follow the simulation to practice booking a participant into a Course.

Demo & Exercise

Book Consuela Stone in the Singapore Math Course created in the previous lesson (you will need the Course number).

LSO_PSV1: Dynamic Participation Menu – Book List

LSO_PSV1: Book Participant List

Simulation

Follow the simulation to practice booking multiple participants into a Course.

Demo & Exercise

Book Eva Garcia and Lillian May in the Singapore Math Course created in the previous lesson.

LSO_PV08: Book List for Multiple Courses

Simulation

Follow the simulation to practice booking a participant into multiple Courses.

LSO_PSV1: Dynamic Participation Menu – Rebook Participation

LSO_PSV1: Rebook Participation

LSO_PSV1: Dynamic Participation Menu – Prebook

LSO_PSV1: Prebook Participation

LSO_PSV1: Dynamic Participation Menu – Prebook List

LSO_PSV1: Prebook List

LSO_PV16: Prebook Participant for Multiple Course Types

LSO_RHXVORM0: Prebookings per Course Type

LSO_PSV1: Dynamic Participation Menu – Replace

LSO_PSV1: Replace Participation

LSO_PSV1: Dynamic Participation Menu – Cancel Participation

LSO_PSV1: Cancel Participation

BRITE Portal: LSO Sign-in Sheet

LSO Sign-in Sheet

Congratulations! You should now able to describe the processes to:

Book and rebook participation in Courses Prebook participation in Course Types Replace or cancel participation in Courses Print the LSO Sign-in Sheet

Lesson Summary

Knowledge Check

Book participants in Courses using the following transaction:

A. LSO_PV04

B. LSO_PV06

C. LSO_PSV1

D. LSO_PSV2

Prebooking participants in a Course Type guarantees that a new course will be offered.

A. True

B. False

Replacing participation in a Course must occur only within your organization’s Courses.

A. True

B. False

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

Appraisals/Follow Up ProceduresAppraisals/Follow Up Procedures

At the end of this lesson, participants will be able to describe the process to close a Course:

Identify the requirements to verify Course completion by participants

Display Course appraisals

Update the Course roster

Process Course Follow up

Print documentation for record retention

Lesson Objectives

Course Close-out Process Overview

Trainer to Verify

Participant Completion of Requirements

Finish

Verify Attendees

Have Completed Appraisals

Enter Cancellations/Additions to Participation

Based on Completed

Sign-in Sheet

Complete Follow Up(Close-out)

Print Documentation

for Record Retention File

Participant Completion of Requirements

LSO_PSV1: Dynamic Participation Menu – Update Roster

Based on the completed District-approved sign-in sheet, perform the following actions:

Book participants who attended the course but are not registered in SAP

Cancel participants using the appropriate reason

LSO_PSV2: Dynamic Course Menu – Appraisals

LSO_PSV2: Appraisals

LSO_PSV2: Dynamic Course Menu – Follow Up

Simulation

LSO_PSV2: Follow Up Course

Follow the simulation to practice closing out a Course using the Follow Up transaction.

Record Retention File

The following items* must be maintained in the Record Retention File:

Course Type Data Entry Form/Course Type Brochure Course Creation Form Completed Sign-in Sheet Participant List Appraisal List-participants that have completed their

appraisal Appraisal Report-the participants’ evaluation of the

training Cancellation List

* Please see MIP for specific information regarding Record Retention File.

LSO_PSV1: Dynamic Participation Menu – Participant List

LSO_PSV1: Cancellation List

Congratulations! You should now be able to describe the process to close a Course:

Identify the requirements to verify Course completion by participants

Display Course appraisals

Update the Course roster

Process Course Follow Up

Print documentation for record retention

Lesson Summary

Knowledge Check

Participants will not display on the appraisal list via LSO_PSV2 if they have not initiated the appraisal in ESS.

A. True

B. False

Before completing the Course follow-up, ensure all participants have submitted appraisals via ESS.

A. True

B. False

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

ReportingReporting

At the end of this lesson, participants will be able to: Distinguish between ECC and BI reports Navigate reporting via the BRITE Portal Execute the Open Business Events report Distinguish printing and exporting options Establish Favorites

Lesson Objectives

Key Terminology

Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

Enterprise Central Component (ECC)

The transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing.

Portal A point of access through a website to the SAP system. Users will access both ECC and BI through Reports tab on the BRITE portal.

Reporting: SAP 6.0 (ECC) vs. BI

Generate Reports

Nightly Updates

BI (read only

Enter Data

SAP ECC SAP 6.0 can be used for simple look-ups of real-time data Data can be exported into Excel Easier access to data requires less printing of reports

Business Intelligence (BI) BI’s reporting features offer more flexibility in queries and formatting

than SAP transactions Pre-defined Excel formats help simplify reporting Actual data is extracted from SAP into BI nightly, so data is

considered near real-time

Navigation: Select the Reports Tab

Navigate to both ECC (real-time) reports and BI (near real-time) reports via the Reports tab in the BRITE Portal.

Navigation: Select the Reports Subfolder

Navigation: Subfolder Examples

Navigation: Select the Report

Navigation: Select Report Filter Criterion

Navigation: Using Matchcode for Variant Selection

Navigation: Save Variant Selection/Report Criteria

Navigation: Retrieving Variant Selection/Report Criteria

Display: Report Results

Display: Sorting Data

Display: Add or Replace Field for Viewing

Display: Changing Layout

Note the changes to the Row selection:

Display: Additional Fields

Output Options: Printing and Exporting

Favorites: Save as a Favorite

To save the layout for the report:

Favorites: Retrieving a Favorite

Simulation

BI: Flexible Employee Data

Follow the simulation to practice navigating the Flexible Employee Data report.

Congratulations! You should now be able to: Distinguish between ECC and BI reports Navigate reporting via the BRITE Portal Execute the Open Business Events report Distinguish printing and exporting options Establish Favorites

Lesson Summary

Knowledge Check

When executing a report in BI, you can:

A. Move rows

B. Add free characteristics

C. Export to Excel

D. All of the above

When running a report from SAP, the information is:

A. Real time

B. Near real time

Questions?

Agenda

Lesson Time

Six: Reporting

Nine: Summary

Non-employee (Externals)Non-employee (Externals)Registration ProcessRegistration Process

At the end of this lesson, participants will be able to: Identify if a participant is external using PA20 Describe the registration process for non-

employees (externals) Identify e-mail confirmation sent to non-employees

Lesson Objectives

Non-employee Registration: User Registration Registration: User Registration

Non-employee Registration: E-mail Confirmation

Non-employee Registration: Participant Exists in SAP

Non-employee Registration: BRITE Portal

Congratulations! You should now be able to: Describe the registration process for non-

employees (externals) Identify e-mail confirmation sent to non-employees

Lesson Summary

Knowledge Check

If the external participant does not exist in SAP, the system will assign a new personnel number.

A. TrueB. False

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

Managing Professional Managing Professional Development in ESSDevelopment in ESS

At the end of this lesson, participants will be able to: Navigate to Employee Self Service in the BRITE

Portal Search the course catalog and book a course View messages & notes and my training activities Navigate my learner account to view course

prebookings, detailed training activities, and inservice report

Lesson Objectives

From the BRITE Portal, click Employee Self Service Click Professional Development

Navigation: Use the navigation menu to view training information, search for courses, and view your learner account.

Messages and Notes: Access mandatory courses, qualifications required, and available new course dates.

My Training Activities: View all upcoming training activities scheduled for you.

Professional Development: Course Search

To search for a course within the course catalog:

Enter a value in the Search Term field Click Find; or Click Extended Search

NOTE: You can also scroll through the Course Catalog to locate a course.

Simulation

ESS: Book a Course

Follow the simulation to practice booking a Course in the Professional Development tab of Employee Self Service (ESS).

Professional Development: Messages & Notes

The following notifications can be viewed in Professional Development: Mandatory Courses – will display the Courses you require Qualifications – will display the qualifications required by your job or

position New Course Dates – will display Course offerings for those Course

Types in which you are prebooked

NOTE: Each tab will display only if there is relevant information available.

Professional Development: My Training Activities

My Training Activities displays booked courses which are in progress or have future start dates:

Course – the name of the course contains a hyperlink to the course details

Delivery Method – the method by which the course will be delivered Schedule – the meeting dates and times for the course Location – the location at which the course will take place Learning Progress – status of the training course Start – date training started

Professional Development: My Learner Account

My Learner Account contains hyperlinks to the following areas:

Inservice Report – display and print your official inservice record

Training Activities – displays My Training Activities, Completed Courses, and Cancellations

Course Prebookings – lists the courses you have requested to attend but whose current scheduled dates, locations, or language do not suit you

Favorites – includes shortcuts to courses bookmarked for future reference

Qualifications Profile – shows your qualifications, proficiencies, and expiration dates

Profile Matchup – matches your qualifications to requirements

Settings – allows you to set options for Professional Development screens

Professional Development: My Course Prebookings

My Course Prebookings displays the courses you have requested to attend but whose current scheduled dates, locations, or language do not suit you:

Click the hyperlink for any given course to display course details. Check the course(s) you wish to remove and click Cancel

Prebookings. Once you book a prebooked course, the course will no longer

display in your prebookings.

Simulation

ESS: Prebook a Course Type

How did the Prebookings get entered in the system?

Let’s follow the simulation to practice prebooking a Course Type in the Professional Development tab of Employee Self Service (ESS).

Professional Development: Training Activities

Displays all courses for which you are currently registered, along with the delivery method, schedule, and location.

NOTE: Even though CAR-PD Course SPHS displays under My Training Activities, the status is “On Waitlist.” This means registration is not confirmed.

Completed Courses displays all courses for which the end date is past. This does not indicate actual completion and follow up required for inservice points. The Inservice Report is your official record.

Cancellations displays all courses which were canceled by you or by the training organizer.

To complete the training appraisal for a course, click the course under Completed Courses.

Scroll to the bottom of the course detail and click Perform Course Appraisal.

SAMPLE Course Appraisal

Professional Development: Inservice Report

Enter Course Dates

Click Search

Congratulations! You should now be able to: Navigate to Employee Self Service in the BRITE

Portal Search the course catalog and book a course View messages & notes and my training activities Navigate my learner account to view course

prebookings, detailed training activities, and inservice report

Lesson Summary

Questions?

Agenda

Lesson

Six: Reporting

Nine: Summary

SummarySummary

Next Steps…

Complete the following:

Course evaluation Quia Quiz Course appraisal online via ESS

The School Board of Broward County, Florida

The School Board of Broward County, Florida, prohibits any policy or procedure which results in discrimination on the basis of age, color, disability, gender, national origin, marital status, race, religion or sexual orientation. Individuals who wish to file a discrimination and/or harassment complaint may call the Director of Equal Educational Opportunities at 754-321-2150 or Teletype Machine TTY 754-321-2158.

Robin Bartleman, ChairMaureen S. Dinnen, Vice Chair

Beverly A. GallagherJennifer Leonard Gottlieb

Phyllis C. HopeStephanie Arma Kraft, Esq.

Robert D. Parks, ED.D.Eleanor Sobel

Benjamin J. Williams

James F. NotterSuperintendent of Schools

managing professional development for course organizers

course organizers

course participants

course types

course groups

professional development

dynamic course menu54

course type creation34

summary218 slide

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