My Learning Link User Guide - schneider-electric · PDF fileMy Learning Link User Guide ... you choose “Chinese” in the Language selection box, you can get a list of all courses

My Learning Link User Guide

4-15-2013

1. Log in My Learning Link ............................................................................................................. 1

2. Change System Language ........................................................................................................... 2

3. Search Training .............................................................................................................................. 3

4. Request Training ........................................................................................................................... 5

5. Check Transcript Status .............................................................................................................. 9

6. Complete On-line Evaluation ................................................................................................. 12

7. Search & Request Curriculum ............................................................................................... 13

8. Manager Approves Staff’s Training Request ................................................................... 17

9. Manager Checks Team Training Status ............................................................................. 20

10. Manager Assigns Training to Staff .................................................................................... 23

11. Record External Training ..................................................................................................... 25

12. Explanation of Key Terms (Learning Object) ............................................................... 29

13. System Help ............................................................................................................................... 30

Notes: Some policies and processes in this document may only apply to staff in China.

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1. Log in My Learning Link

You can log in My Learning Link directly via https://schneider-electric.csod.com.

You can log in Swebi http://swebi.schneider-electric.com/ first, and click on the tab of

“My HR Link” in bottom left. Then you can find My Learning Link entrance as below.

When logging in My Learning Link for the first time, the default password is SESA ID.

You will be asked to change your password after logging in for the first time.

If you forget password, please click “Forgot Password” on the log-in page, system will

send you an email with the new password.

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2. Change System Language

Click “Language|English” or “My Account” on top right on your home page.

Choose the language you need (for example, “Chinese (China)”) and click “Save”.

Go back to the home page, click “Log Out” to log out the system, and log in again, then

the language change will become effective.

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3. Search Training

In 2013, you can still search training courses via SLIC E-Catalog:

http://ecatalog.cn.schneider-electric.com/

Or you can log in My Learning Link, and click “Search for Training” in the home page.

In the page of course searching, you can select the language needed. For example, if

you choose “Chinese” in the Language selection box, you can get a list of all courses

that use Chinese in the training.

If you know a specific training course, you can search the course by the course title as

well as the training location, for example, Beijing, Shanghai, Guangzhou, etc.

The tab “Subject” also can help you to search for different subject of training course,

for example “Cross Functional”, “Personal Skills”, etc.

If you need to search different type of the training course, choose the training type first.

For example, if you need in-class training, please select “Event” ; if you need

E-Learning, please select “Online Class” ; if you need a training program,

please select “Curriculum” . Please note that applying for a Curriuclum will

need your line manager and HRBP’s approval in the system respectively.

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For example, if you want to search an in-class course named “Problem Solving” which is

located in Beijing, please follow the process as below.

If you want to search an E-learning course, select the tab of “Online Class” only, and

click on “Search”.

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4. Request Training

To request an E-learning course, select ”Online Class”, key in course title, select

language/subject, then click “Search”. When the search results display as below, click

the course name you are interested in, you will see detailed information of this course

in the popup page.

Most of E-learning courses are free so no approval is needed. If you want to take an

e-learning, please click “Request” at the bottom right, system will direct you to the

Transcript Page and course status will automatically change to “Approved”. Then click

“Register”, status will change to “Registered”. Now you can click “Launch” to start the

course at any time. The system will automatically record your actual learning hours.

Please note that only after you fully complete the course and the status in transcript

becomes “Completed”, your learning hours can be effectively recorded.

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To request an in-class course, please select “Event”, key in course title, select

language/subject and then click “Search”. When the search results display, click the

course name you are interested in, you will see detailed information of this course in

the popup page, such as price, session details, etc. Choose a session that you would like

to request, click ”Request” on the right side of the page. System will direct you to the

Transcript Page and course status will change to “Pending Approval”. Please note that

requesting an in-class public course needs to be approved by line manager, while

requesting nominated course and curriculum needs to be approved by both line

manager and HRBP in the system.

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Meanwhile, a “Training Approval Notification” email will be automatically sent to your

line manager to inform him/her about this request and copy you. Please see the

following screenshot.

After your line manager approves the request, an email will be sent to you to notify

that you have successfully registered for this course.

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All In-class courses have a maximum attendee number. If the session you request has

reached that limit, you will be asked by the system whether you want to be put on the

waitlist. L&D Operations team will determine whether to add new session according to

the number of requesters on waitlist.

If the session you’ve successfully registered could not reach the minimum class size, the

session might be cancelled, and an email will be sent to you to inform that cancellation.

You need to choose other available sessions of this course and request again, which

needs your line manager to approval as well.

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5. Check Transcript Status

You can easily check all your training’s status in the system. Click “Learning”- “My

Courses” at the Home Page.

When entering Transcript Page, you could find all your courses’ status. As shown in the

following screenshot, if an event’s status is “Pending Approval”, that means your

manager hasn’t approved your request yet. If you would like to cancel this course,

please click ”Withdraw” at the right side.

Click the course title in Transcript Page, you could check the detailed information of this

course and the approval history.

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After your request is approved, the course status will change to “Registered”. If you

would like to cancel that course later, please click ”Withdraw” on the right side. Please

note if you withdraw the course more than 5 days before the training there will be no

charge to you. If you withdraw the course within 5 days before the training you will

be charged for 100% of training fee.

After you’ve successfully registered a course, you can add this course into your Lotus

Notes calendar. Please click that registered course in "Transcript" to go to the course

details, then click “Add to Calendar”.

Click “Open” in the popup page and then “OK”.

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Success!

Then you can see that the training has been added into your calendar.

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6. Complete On-line Evaluation

For all in-class training courses, you need to complete an on-line evaluation. When you

finish an in-class course, an email will be sent to remind you to do the on-line evaluation.

You can log in the system from the link in the email. Or you can finish the evaluation in

Transcript page by clicking “Evaluate”. Please note that only if you finish the on-line

evaluation, the course status will become “Completed”. Otherwise, the course status

will always stay as “Pending Evaluation”, which will impact your actual learning hours.

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7. Search & Request Curriculum

A Curriculum is a combination of several events/courses with a specific training subject.

If you want to request a Curriculum, please note that you have to request that whole

Curriculum at one time. You cannot separately request any of the events in that

Curriculum. We suggest you to discuss with your Line Manager and HRBP first and get

their agreement before you take action in the system.

Login My Learning Link and then click “Search For Training”.

Please select “Curriculum” in Learning Object type options and “Chinese (China)” in

Language options, and then click ”Search”.

Then you can choose and request the Curriculum you are interested in.

For example, now we would like to request the Curriculum “KAM Essential”.

Click “Offer Marketing Fundamental (China)” in the search results.

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The popup page shows detailed information of this Curriculum including the general

description, structured events and price. Click “Request” at the bottom right, then the

course status will change to “Pending Approval”.

Now please check “My Courses” Page, you will see the status of the Curriculum you’ve

just requested is “Pending Approval”. This request will need your Line Manager and

HRBP to approve respectively.

Once your manager and HRBP approve your request, you will receive a notification

email. Then please enter “My Courses” page again.

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Now you will see the status of that Curriculum becomes “In Progress”. Please click

“Manage” in options.

The left side of the next page will list all the events in that curriculum. Some events are

“Pending Prior Training” because the curriculum is set with a learning sequence and

you have to complete all the events one by one in that curriculum. After you complete

the 1st event, the 2nd event’s status will change to ”Registered” automatically.

The right side of the page will show “Select Sessions”. After click “Select Sessions”, the

page shows all the available sessions. You can choose and request a proper one.

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After clicking “Request”, the status will change to “Registered”. You will receive a

system notification email of that training session. Please attend the training on time. If

you have to cancel this session, please click “Withdraw” in the page shown as below, at

least 5 days prior to the training to avoid penalty.

After you complete this session, the event status will change to “Completed”. You can

choose and request the session of the next event now.

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8. Manager Approves Staff’s Training Request

When staff requests a training session, Manager will receive a “Training Approval

Notification” email from the system. Manager can click the link in the email to Login

My Learning Link directly.

Please click “My Team”-“My Team” in your home page.

The page will show all the training requests that need Manager to process as below.

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By clicking “Approve/Deny”, you can check the detailed information of this session.

Please choose “Approve” or “Deny” to process the request, and then click “Submit”.

Please DO NOT choose “Defer”.

And there is an alternative way to process staff’s training request. After Manager logins

in the system, please click “Reports”-“Standard Reports”.

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Click ”Pending Requests” under “Track Employees”.

The next page will show all the requests that you need to process. You can check

training information details by clicking the Training name.

The symbols in the right end of the page stand for “Approve”, “Defer”,

“Deny” respectively. Please choose “Approve” or “Deny” and submit. Please DO NOT

choose “Defer” as well.

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9. Manager Checks Team Training Status

Manager can check his/her direct reports’ training status with “Standard Reports”

function.

Click “Reports”-“Standard Reports” and then “Training Status Summary” in the

category of “Track Employees”.

Select date range in “Date Filters” and frequently used training types such as On-line

Class, Curriculum and Session in “Advanced Filters”, and then click “Search”.

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The result of this report displays the training summary of each of your direct reports in

a bar graph. The dashboard below also lists all training courses your direct reports

attend and the status where Manager can check further details. Manager can also

export the report and save it as an Excel file.

Another quite useful report in “Standards Report” is” Session Withdrawal”. With this

report, Manager can check all the training courses that staff registered first and then

cancelled due to a certain reason. Click ”Reports”-“Standards Reports” and

then ”Session Withdrawal” under the category of ”Track Employees”.

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For “Date Criteria”, please select” This year”.

Input “Report Title” and click “Process Report” and you will see the report is “Queued”

which means “in progress”.

Please wait a few minutes for system to process and then refresh the page, you can see

an Excel icon appears under “Output”. You can click the icon and export the excel file.

The report will show Course Name, Withdrawal Date, Reason and whether a cash

penalty will be charged or not (If staff withdraw a session within 5 days before the

training starts, a full price will be charged).

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10. Manager Assigns Training to Staff

In My Learning Link, Manager can assign a specific training course to staff.

Option 1: After logging in the system, click “My Team” in the home page, then choose a

team member name that you want to assign training to. And then click

“Profile”-“Transcript”- “Actions”-“Assign Training”.

In the popup page, you can select training type, input key words, select language and

click “Search”. After all the search results display, click or course name.

In the next page, Manager can select due date and the name of the direct report. By

clicking manager can also assign training to his/her indirect reports. Input SESAID

and find the indirect report. After clicking ”Submit”, system will automatically send an

email to the assigned employee and copy manager. If the course is a nominated course,

the assignment will go to HRBP for approval.

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Option 2: Manager can first search a course that needs to be assigned in

“Learning”-“Search for Training” page. After selecting a course, click ”Assign” in the

popup page, and then add any direct report or indirect report.

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11. Record External Training

When staff takes any external training fully or partly sponsored by the company, staff

needs to record it accordingly in My learning Link. For other personal external training,

staff can also record it in the system freely.

A. Staff creates external training in My Learning Link.

Login My Learning Link and click “Learning” - “My Courses”.

Go to Transcript page, click “Active”- “Add External Training”.

Then a popup page will appear for staff to add external training. Please fill all the blanks

with the relative training information.

Language: Click on the drop-down tab to select the language of the training.

Title: The name of the training.

Training Description: Please input any other information, such as training location etc.

Institution: The name of the training provider.

Cost: Select currency and fill in the price (must be the same with actual reimbursement).

Training Hours: Please calculate the time in hour so that the system can record your

actual training hours correctly.

Competencies: Select the competency of this training, such as “Project Management”,

“Cross Cultural” etc.

Attachments: Add related training material, such as course content introduction.

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Then click “submit”, it will go to the approval process automatically.

The external training which you added will appear in your transcript and the status is

“Pending Approval”.

The addition of external training needs your line manager and HRBP’s approval. After

approval, the course status will become "Registered". If you need to cancel this training,

please click "Withdraw".

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B. Staff confirms the completion of the external training.

When the training is finished and the status still displays as “Registered”, please click

“Mark Complete”, then the status will become “Pending Completion Approval”. After

your line manager approves it again, the status of this training will become

“Completed”. Now your training hour of this external training will be recorded

effectively in the system.

C. Manager approves external training

Manager logins My Learning Link and click “My Team” in welcome page – “Action Items”

to approve external training request. The icon of external training in the system displays

as (Please refer below screenshots).

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D. Manager confirms the completion of the external training.

After staff marks the completion of an external training in the system, Manager needs

to click “Approved/Deny” to confirm the completion of this training.

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12. Explanation of Key Terms (Learning Object)

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13. System Help

Open My Learning Link log-in page and click “Need help” to enter the Help Page.

Help Page contains all useful information and supporting documents, such as Chinese

FAQ & Training Material and My Learning Link Tutorials. We highly recommend you to

watch China MLL guide video for self-learning (as shown in the second picture below).

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If you have any technical and process issues that you can’t solve by yourself, please go

to HRCC ticketing system to look for help: http://10.177.8.252/TEE/HRCC.htm

Happy Learning Everyone!