1 System for Administration, Training, and Educational Resources for NASA Learning Needs Management.

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System for Administration, Training, and Educational Resources for NASA

Learning Needs Management

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Agenda

Lesson 1: Items Lesson 2: Curricula Lesson 3: Period-Based Curricula Lesson 4: Manual Learning Assignments Lesson 5: Automated Learning Assignments Lesson 6: Record Learning Events Learning Extras

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Lesson 1Items

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Lesson Objectives

Describe the item key Describe the purpose of important item record

tabs and fields Add an item using the provided step-by-step

instructions Identify and populate SATERN mandatory fields

for item records

Item Main Concepts

An assignable unit that can be tracked in SATERN

May be learning or non-learning activity Examples of items include:

• Fast Track to Pro Engineer Wild Fire 3.0• Post Award Accountability• Leadership Development at NASA• Advanced Federal Contract Law

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Adding an Item

Use Add New Learning Item wizard to add new items

Two types of mandatory fields:• Fields required for SATERN to work properly (system

required)• Fields that NASA has determined are required to

achieve usability, data integrity, and reporting needs

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Item Key

A unique identifier for items in SATERN Made up of three parts:

• Item type (reference)• Item ID• Revision date/time stamp

Examples:BOOK KSC-BOOK-ATR 1/25/2008 01:25 PM EST

WORKSHOP JSC-DA-TAWS 1/17/2007 04:17 PM EST

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Lab 1

Add an Item

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Associating Competencies with Items

Provides a benefit to learners when they are adding competency-related goals and activities to their IDP

Provides benefit to the Center whose Training Offices and Workforce Planning Offices wish to run reports associated with training on certain competencies

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Item Record: Main Tabs

Summary Design Data Delivery Data Catalogs

Subject Areas Curricula (covered in

Lesson 3) Custom Fields

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Summary Tab

Used to create and/or update basic attributes of item

View and maintain item description Update item creation date Includes system required and NASA required

fields:• *: indicates system-required field• +: indicates NASA-required field

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Design Data Tab

Review and revise design information for item

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Lab 2

Edit Items: Design Data Tab

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Delivery Data Tab

Allows an administrator to establish the default scheduling structure of the item

Contains default segments added with item was created• Segment: block of time within a scheduled offering• Defaults are used when the item is scheduled

Additional information includes:• Length, prep time, default minimum and maximum

registrations, self-registration checkbox

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Lab 3

Edit Items: Delivery Data Tab

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Catalogs Tab

Assigns an item to one or more catalogs Makes items available to users Catalog access provided through assignment

profile

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Lab 4

Edit Items: Catalogs Tab

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Subject Areas Tab

Allows users to browse catalogs by subject area An item can be associated to one or more

subject area

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Lab 5

Edit Items: Subject Areas Tab

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Custom Fields Tab

Used to capture NASA-specific information

Can be referenced (pre-populated list) or non-referenced (free text field)

Filling in custom fields is mandatory

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Item Custom FieldsItem Custom Field # Referenced

Type of Training Sub-Code 5 Yes

Source of Training 6 Yes

Academic Credit Code 8 Yes

Training Credit Type Code 9 Yes

Direct Cost Code 10 Yes

Indirect Cost Code 14 Yes

Number 17 No

Category Code 18 No

Sub Category Code 19 No

Funding Organization 20 No

POC 21 No

Budget Line Item 22 No

Metrics That Matter (MTM) 23 Yes

P/PM Re-certification 24 Yes

Training Vendor (ORG ID) 25 Yes

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SATERN Mandatory Fields for ItemsLocation (Tab) FieldSummary Tab Title

Source (Internal/External)

Delivery Method

Assignment Type (Only if the item is mandatory, e.g., Ethics, Security)

Approval Process (Only if approval is required)

Approval Required (Only if approval process ID is populated).

Description (Only for items that will go into a catalog)Design Data Contact Hours (Only for online course and internal items)

Audience (Only for items that will go into a catalog)

Contact’s EmailDelivery Data Segment Description

Minimum Registration (Highly recommended for Item Request APM)Catalogs Catalog ID (Only for items that will go into a catalog)Subject Area Subject Area (Only for items that will go into a catalog)

Custom Fields – Refer to Appendix C: Acceptable Code for Custom Fields of the Rules and Process Guide for Administrators for Data Definition Table

Type of Training Sub-Code

Source of Training

Academic Credit Code

Training Credit Type Code

Direct Cost Code

Indirect Cost Code

Metrics That Matter (MTM)

Training Vendor (ORG ID) (Required for ILT courses – not required for online courses but highly recommended)

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Lesson-Related Reports

The following are reports in SATERN that relate to this lesson:• Item Data• Item List• NASA-specific custom reports

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Lesson Wrap-Up

Described the item key Described the purpose of important item record

tabs and fields Added an item using the provided step-by-step

instructions Identified and populated SATERN mandatory

fields for items

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Lesson Check

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Lesson 2Curricula

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Lesson Objectives

Describe the benefits of using curricula Describe the characteristics of curricula Create a curriculum using the provided step-by-

step instructions Modify item defaults within curricula Set up subcurricula

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Curriculum Main Concepts

A grouping of one or more items for the purpose of assigning and training as a single entity

Provides the functionality to recalculate required dates on items that have been completed that must be repeated on a recurring interval

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Characteristics of Curricula

Items can be used in one or multiple curricula with different date and requirement settings

Modifications made to a curriculum have an immediate impact on all learners who have the curriculum currently assigned

Can be linked to a job position or assignment profile and automatically assigned when a learner is given that job position or meets the profile attributes

Curriculum can contain requirements:• # of Hours• # of Hours from an Item Pool• # of Items from an Item Pool

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Curriculum Status

Complete:• All required items in curriculum are successfully

completed and recorded• Effective date of each item is in the future• Some required items are complete and the remaining

required items have an effective date in the future• Requirements are met as described on the

Requirements tab

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Curriculum Status (cont.)

Incomplete:• A new curriculum is assigned to a learner and the

effective date for any required items is in the past• Any required item has not been successfully

completed and recorded• A completed item’s retraining interval date has passed• Curriculum is modified with a new or revised item, and

the effective date is not set for a future date• Requirements have not been met as described on the

Requirements tab

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Curriculum ID

Unique identifier in SATERN Free text space

• NASA business rule: Follow strict naming convention:

Curriculum IDs start with the Center or Discipline acronym, followed a hyphen, followed by all upper case alpha or numeric characters.

Curriculum ID examples:• ARC-DAU - DEFENSE ACQUISITION UNIVERSITY COURSES• GRC-ETHICS – ANNUAL ETHICS TRAINING FOR FINANCIAL

FILERS• JSC-AH-JSCNEO - JSC NEW EMPLOYEE ORIENTATION

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Lab 6

Add a New Curriculum

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Curriculum Record: Main Tabs

Summary Items Requirements Subcurricula

Documents Job Positions Assignment Profiles Catalogs

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Summary Tab

Contains general information about the curriculum

Includes system required and NASA required fields:• *: indicates system-required field• +: indicates NASA-required field

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Items Tab

Used to add items to the curriculum and, if necessary, modify the default settings carried over from the item record

No limit to number of items that may be added to curriculum

Items Tab (cont.)

Click Edit for each item to modify:• Initial assignment• Retraining

assignment• Effective date• Assignment type• Basis date

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Lab 7

Add Items to Curriculum

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Lab 8

Add Curriculum to a Catalog

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Subcurricula Tab

Used to create hierarchical structure between two or more curricula

Account Maintainer

IEM GENERAL

Parent curriculum

Nested curriculum:

Subcurriculum

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Lab 9

Adding a Subcurriculum

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The following are reports in SATERN that relate to this lesson:• Curriculum Data• NASA-specific custom reports

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Lesson Wrap-Up

Described the benefits of using curricula Described the characteristics of curricula Created a curriculum using the provided step-by-

step instructions Modified item defaults within curricula Set up subcurricula

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Lesson Check

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Lesson 3Period-Based Curricula

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Lesson Objectives

Set up a period-based curriculum Explain the differences between initial basis:

event and calendar Predict the required date of item based on the

period specifications

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Period-Based Curriculum

After an admin groups items into a curriculum, the following questions need to be answered:• How much initial completion time should be granted to

the learner?• Does an item within a curriculum have a firm required

by date for all learners regardless of when it is assigned?

• Do the items within the curriculum require retraining?

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Event vs. Calendar Basis

Initial basis event• Initial assignment:

Uses assignment date of curriculum to determine original required by date

• Retraining assignment: Uses Learning History completion date to determine next required by date

Initial basis calendar• Uses basis date which

is set at item level within curriculum

• Allows administrators to set a fixed required by date for initial assignments and intervals for retraining periods

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Curriculum Due Date > Days Field (with no entered value)Assigned August 25, 2008 and select Days without an entry

July Aug Sept

Oct Nov Dec

X

X

User has remainder of the period, in this case the quarter plus all of next period and it is due at the end of the following quarter 12/31/2008.

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Curriculum Due Date > Days Field (with value entered)Assigned August 25 and select Days with a value

July Aug Sept

Oct Nov Dec

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If assigned early enough in this period, (within threshold, anytime before 09/18/2008), the item will be due at end of THIS period 09/30/2008. If assigned after 09/18/2008 – (threshold), it will be due at end of NEXT period 12/31/2008.

D

T

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Curriculum Due Date > Select Entire PeriodAssigned August 25 and use Threshold = Entire Period

July Aug Sept

Oct Nov Dec

A D

Item due within the same interval it is assigned, regardless of when that item is assigned in that interval. Regardless of when assigned, due date is end of THIS period.… even if the user only has one day to complete the training.

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Period-Based Curriculum (cont.)

Effective date: identifies when the curriculum status changes to Incomplete if the learner does not complete a required item

Assignment type: status assigned to item indicating the level of importance to the learner (i.e., Required, Optional, Recommended, etc.)

Sequence number: designates the order that SATERN schedules instructor-led items within a curriculum

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Lab 10

Setting Item Periods within a Curriculum

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Lab 11

Setting a Fixed, Initial Required by Date

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Lesson Wrap-Up

Set up a period-based curriculum Explained the differences between initial basis:

event and calendar Predicted the required date of item based on the

period specifications

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Lesson Check

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Lesson 4Manual Learning Assignments

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Lesson Objectives

Assign an item and curriculum directly to a learner

Batch assign an item/curriculum to a group of learners

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Learning Assignment Main Concepts

Administrators make manual learning assignments using:• Direct assignment of an item to an individual learner • Direct assignment of a curriculum to an individual

learner • Batch assignments of items and curricula to a group

of learners

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Assigning Items using Learning Plan Tab

Also called assigning free-floating items• Free-floating item assignments are a one-time

requirement• No associated

retraining periods• Item displays

on Learning Plan

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Lab 12

Assign Items Directly to Learner Record

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Assign a Curriculum

Assign directly to Curriculum tab of learner record

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Lab 13

Assign Curricula Directly to Learner

Record

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Batch Learning Assignments

Assign one or more items or curricula to a group of learners

Use Learner Needs Management tool• Wizard containing step-by-step process• Administrator can select multiple learners and assign

one or more items or curricula to selected learners

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Lab 14

Assign an Item Using Learner Needs

Management Tool

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The following are reports in SATERN that relate to this lesson:• Learning Needs report• Learning Plan report• Curriculum Status report• Curriculum Item Status report• NASA-specific custom reports

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Lesson Wrap-Up

Assigned an item and curriculum directly to a learner

Batch assigned an item/curriculum to a group of learners

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Lesson Check

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Lesson 5Automated Learning Assignments

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Lesson Objectives

Add a curriculum to an assignment profile and propagate to current learners

Describe how the assignment profile synchronization automatic process (APM) works

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Learning Assignment Main Concepts

Only curricula can be assigned through automated assignment methods

Administrator can set up automated learning assignments using assignment profiles

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Catalogs

Used to make items and curricula that are not part of a Learning Plan viewable to users

Access to catalogs is based on attributes in an assignment profile

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Assignment Profiles

Provides a way to automate assigning curricula to a group of learners who share the same training needs

Uses the common attributes of a group of learners to assign curricula

One useful way to group learners at NASA is to assign training based on information contained in a learner’s custom fields

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Adding a New Assignment Profile

1. Add a new assignment profile.

2. Select user domains to which profile will be applied (first level filter).

3. Create at least one group of attributes of the target users (second level filter).

4. Select one or more curricula.

5. Propagate the assignment profile.• An automatic process will check for changes to user

attributes and synchronize assignments accordingly.

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Groups and Attributes

For each assignment profile, one or more groups of attributes may be created• Groups are formed by the group number of the

attributes

Attributes that may be added to groups include:• Important fields from the learner record Summary tab

(e.g., learner ID, address, domain, organization, employee status and type, job position, hire date)

• Configurable fields on the learner record Custom Fields tab (e.g., UUPIC, NASA class codes, degree level)

• Item completion

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Assignment Profile Attribute OperatorsOperator DefinitionMatches Allows multiple values to be entered. Selected learner attribute must exactly

match one of the entered values.Between Used to set a numeric or date range.Contains Entered value must be part of selected learner attribute.Is Empty Selected learner attribute must be null.Equals Allows one value to be entered.Greater Than or Equal To

Used to set a numeric value and all values greater than that number.

Include Sub Records Of Used to include subrecords, if any, of the selected value.

Less Than or Equal To Used to set a numeric value and all values less than that number.

Starts With Entered value must be the first part of a selected learner attribute.

Does Not Match Allows multiple values to be entered. Selected learner attribute must not have one of the entered values.

Does Not Contain Entered value must not be part of selected learner attribute.

Is Not Empty Selected learner attribute must not be null.Does Not Equal Allows one value to be entered. Entered value must not be part of selected

learner attribute.Does Not Start With Entered value must not be the first part of a selected learner attribute.

On or After Used to set a specific date and dates in the future.On or Before Used to set a specific date and dates in the past.

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Associating Curricula

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Lab 15

Add a New Assignment Profile

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The following are reports in SATERN that relate to this lesson:• Learning Needs report• Learning Plan report• Curriculum Status report• Curriculum Item Status report• NASA-specific custom reports

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Lesson Wrap-Up

Added a curriculum to an assignment profile and propagated to current learners

Described how the assignment profile synchronization automatic process (APM) works

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Lesson Check

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Lesson 6Record Learning Events

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Lesson Objectives

Identify the two types of learning events that can be recorded

Record a learning event View the learning event in the Learning History

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Learning Event Main Concepts

Upon completion of an item:• Admin may record completed learning for multiple

learners using the Learning Event Recorder• A Learning History record is created• If an error occurs, edit it with the Learning Even Editor

A Learning Event is the record of:• A completed item• An unsuccessful attempt to complete an item• Record of the attendance or completion of any

external event that is considered important enough to document but not related directly to learning needs

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Types of Learning Events

Item-Based Events• Items are the primary events found in the list of

learning events for learners• Learning events for items include those that were

created as scheduled offerings and those with online content

• All items may have a learning event recorded against them for any learner, even if the item was not a part of his or her Learning Plan

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Types of Learning Events (cont.)

External Events• An event completed by a learner or group of learners

that an item has not been created for and an external training request process has not carried out

• Allows for a description and comment field to further identify the nature of the training

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Data Recorded in a Learning Event

Item completion status Item key and title Instructor Item completion status and/or completion grade: Completion date/time Hour types: Total, credit, contact, and CPE hours Comments

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Learning Event SATERN-Mandatory Fields

Instructor – required if MTM is being used – otherwise, highly recommended or Center mandatory

Total Hours – Pre-populated from segments Credit Hours – Pre-populated from Design Data

tab

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Accessing the Learning Event Recorder

Navigate to Learner Management > Tools > Learning Event Recorder

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Lab 16

Recording a Learning Event for an Item

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Learning History

Displays completed learning events A history of all entered events are viewable from

the History tab of the learner record

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Items with Retraining

Items with retraining are selected items within a curriculum that must be repeated on a recurring interval• Item is marked as Complete until the next calculated

due date• Learning Plan records the item’s new date for

completion• Learning History records item completion date

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Certificate of Completion

Administrators or learners can print certificates upon successful completion of an item

Generated in .pdf format External events do not generate certificates

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Learning Event Editor

Navigate to Learner Management > Tools > Learning Event Editor

Admins must be given permissions to edit or delete learning event records

SATERN keeps an audit trail of changes made to the Learning History record

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The following are reports in SATERN that relate to this lesson:• Learning History report• Item Status report• Curriculum Item Status report• NASA-specific custom reports

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Lesson Wrap-Up

Identified the two types of learning events that can be recorded

Recorded a learning event Viewed the learning event in the Learning

History

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Lesson Check

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Course Summary

Identified items in SATERN Added and modified items using step-by-step

instructions contained in this classroom guide Identified curricula in SATERN Added and modified curricula using step-by-step

instructions contained in this classroom guide Configured period-based curriculum assignments Assigned learning to learners using step-by-step

instructions contained in this classroom guide Propagated automated learning assignments to learners Recorded a learning event for an item

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Learning Extras

Learning Extras Agenda

Substitutes and prerequisites Item Revision Assistant Requirements-based curricula Required Dates Editor Learner management tools

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Substitutes and Prerequisites Objectives

Establish substitute relationships Establish prerequisite relationships

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Substitutes and Prerequisites

Grant learner substitute credit for Item A after completing Item B

Prevent learners from registering into an advanced item until after successful completion of prerequisite basic item

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Substitute Items

Upon successful completion of a substitute item, SATERN grants credit for another item by recording two learning events

Particularly useful in curricula Substitutes record a learning event of the

required item in the learner’s Learning History in order to satisfy the curriculum requirement

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Force Credit and Effective Date

Force Credit• If not checked,

learners must have the item receiving substitute credit in their Learning Plan

• If checked, learners always receive substitute credit for the item whether or not it’s listed in their Learning Plan

Effective Date• If set, all learners who

have the grant item, with completion date on or after effective date, will be given retroactive credit for the item receiving the credit

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Lab 17

Establish a Substitute Relationship

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Prerequisites

Identified on the item record Prerequisite tab Establishes which items must be completed

before learner can self-register or launch the current item

Learners unable to self-register into scheduled offering of item until prerequisite is either:• Entered in Learning History• Registered for scheduled offering of prerequisite that

has an end date prior to start date of item

For online items, prerequisite must be in Learning History before learner can launch item

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Lab 18

Establish a Prerequisite Relationship

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Related Reports

The following are reports in SATERN that relate to this extras topic:• Item with Prerequisite Items report• Substitutes Relationship report• NASA-specific custom reports

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Wrap-Up

Established substitute relationships Established prerequisite relationships

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Lesson Check

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Item Revision Assistant Objectives

Revise an item using the Revision Assistant Explain the function of the Curriculum Clean Up

automatic process Describe the affects of item revision on

curriculum and free floating item assignments

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Item Revision Assistant

Allows the administrator to create a new version of the item

Enables administrators to create a new version of the item for all learners who:• Are required to complete the item as part of a

curriculum• Have the item as a free-floating assignment

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Revising Items

When an items is revised, SATERN creates a new item record• Item type and ID are identical to the original• Revision date / time is the updated portion of item key• Version number may be updated by the admin

Once revised, old item should be deactivated

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Item Revision Effects

Substitutes – Copies the substitute items listed under the Substitute tab of the original item

Instructor Authorization – Authorizes instructors of the original item to teach the revised item

Curriculum Assignment of the Original Item – Lists the revised item on the learner’s Learning Plan

Effective Date – Date is placed in the future to allow time for all learners with the old version to complete the revised item

Free Floating Assignment of the Original Item – Lists the revised item on the learner’s Learning Plan

Future Scheduled Offerings of the Original Item – Updates existing scheduled offerings with a start date in the future

Inactivate – Deactivates the original item Prerequisites – Automatically transfers any prerequisites

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Lab 19

Revise an Item

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Curriculum Clean-Up

Checks every Learning Plan and compares item records

Removes any items with the same type and ID but with earlier revision date / time stamp

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Wrap-Up

Revised an item using the Revision Assistant Explained the function of the Curriculum Clean

Up automatic process Described the affects of item revision on

curriculum and free floating item assignments

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Lesson Check

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Requirements-Based Curricula Objectives

Define a requirement and item pooling Describe requirements-based curricula List the three requirement types Describe the functionality of a requirement group Create requirements and requirement groups

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Requirements-Based Curricula

Allows administrators to define a set of conditions or requirements that learners must complete in order for a curricula to be considered complete

Provides flexibility in creating and assigning multiple requirements used in evaluation curriculum status

External learning events can also count towards curriculum status

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What is a Requirement?

Define a set of conditions learners must meet to receive a Complete curriculum status

Learners must meet defined conditions of Requirements tab and Items tab to complete curriculum

Assignable, use period-based assignments, and impact curriculum status

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Requirement Types

# hours of specified hour type # hours of specified hour type from pool of items # items from pool of items

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Lab 20

Create a Requirement

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Requirement Group

Located under the Requirements tab of the curriculum record

Provides learners with a requirements option For example, requirement is:

50 contact hours

75 total hours• This group requires the learner to earn 50 contact

hours or 75 total hours to complete the requirement.

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Lab 21

Assign Requirements to a Curriculum

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Wrap-Up

Defined a requirement and item pooling Described requirements-based curricula Listed the three requirement types Described the functionality of a requirement

group Created requirements and requirement groups

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Lesson Check

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Required Dates Assistant Objectives

Update the item required date using the Required Dates Assistant

Identify situations to use the Required Dates Assistant

Describe the effect of the Learning Event Synchronization process on manual required dates

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Required Dates Assistant

Tool used to change the required date of one or more items assigned to one or more learners

Used when:• A scheduled offering is not available until a later date.• The scheduled offering has been cancelled due to

lack of resources (classrooms, instructors, etc.)

Updates required dates of free-floating and curriculum item assignments

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Lab 22

Use the Required Dates Assistant

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Learning Event Synchronization

Verifies the learning events of learners Re-calculates required dates Overrides all manually updated required dates

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Wrap-Up

Updated the item required date using the Required Dates Assistant

Identified situations to use the Required Dates Assistant

Described the effect of the Learning Event Synchronization process on manual required dates

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Lesson Check

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Learner Management Tools Objectives

Send a notification to a learner population based on item or curriculum criteria

List the additional filtering options of the email notification

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Notification Assistant

Identifies a group of learners and sends a message to them as an ad hoc notification

Use the Email Notification Assistant to send email to learners about item and curriculum assignments

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Lab 23

Send Item/Curriculum Assignment Notification

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Wrap-Up

Sent a notification to a learner population based on item or curriculum criteria

Listed the additional filtering options of the email notification

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Lesson Check