LMS
Step-by-step guide
On-The-Job training is a way for employees to learn work-related processes by observing and performing job tasks.
It is often used to learn how to use particular tools or equipment in a live-work practice, simulated, or training environment.
Rather than showing employees presentations or giving them worksheets, they learn about the job by doing it. This training happens at the workplace, with guidance from a supervisor, manager, or another knowledgeable employee.
- In the menu, select Admin > Manage Training > Manage Learning Activities to open the Manage Learning Activities page
- Select the Add new activity button
- Under Evaluations, select the + button to create an On-The-Job training activity
- Complete the details in the Details tab (click below for more information):
Details tab
| Item | Description | Visible on |
| Activity Type | The activity media type. This is pre-populated. | Learning Library search filters |
| Activity Category |
The category of learning activity to help refine searches. A selection is made from the dropdown list. This field must be completed before the details in the Manage Learning Activity page can be saved.
|
Learning Library search filters |
| Activity Name |
The name of the On-The-Job learning activity.
This field will show as the activity title at the top of the Learning Activity Details page. It will also show in the Learning Library and quick search.
This field must be completed before the details in the Manage Learning Activity page can be saved.
|
Learning Library Journey pins |
| Activity Code |
A unique name given to a learning activity to make it easier to locate through the search functions.
This field must be completed before the details in the Manage Learning Activity page can be saved.
|
Learning Activity Details
|
| Short Description |
A short piece of text describing the learning activity.
Shows in the quick search results and Learning Library tiles below the Activity Name. These fields have a 90-character limit.
The description also shows Journey Map pins below the Activity Name. This field has a 100-character limit.
|
Learning Library Journey pins |
| Competency | This is a filter available in the Learning Library that will allow you to view results on Competency. Selections in this list will be auto populated from any uploaded Skills Analysis templates. | |
| Level | This is a filter available in the Learning Library that will allow you to view results on Level. Selections in this list will be auto populated from any uploaded Skills Analysis templates. | |
| Due Date | Allows you to add a due date for an activity, either for a period of time or on a specific date. There is also the option to Set approach due date warning by adding in the number of days before the Activity is due to be completed, and selecting whether you wish to Send warning alert and/or Send overdue alert emails, and if you wish the manager to be copied in. You can also choose whether you want the alerts to be sent to assigned users only. |
|
| Activity Keywords |
Keywords that enable the learning activity to be found as efficiently as possible in search results and help users identify activities that could be relevant to them.
|
N/A |
| Initial Status | This can be set as Not Started (default), Locked, Mandatory or Optional | |
| Activity Duration |
The duration of the learning activity. This field must be completed before the details in the Manage Learning Activity page can be saved.
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Learning Library Journey pins
|
| Training Hours |
Training hours and minutes that can be used for reporting and Continuing Professional Development (CPD) purposes.
|
Reports |
| Reward Points |
Points allocated to a learning activity that will be presented in the leader board if this feature is available on the site.
|
Leader board |
| Activity Fee |
Cost of the learning activity, ie venue, food, trainer. It provides data for the Booking Report.
|
Reports |
| Cost to Run |
Cost to purchase access to the learning activity (available in the eCommerce module only)
|
Reports |
| Expiration Date |
The date the learning activity will no longer be visible to a user.
The Activity will be automatically archived on the Expiration Date and then will no longer be visible other than through the Admin search or report filter options.
The Activity cannot be archived if it is used in a Development Plan or Journey. The Activity will need to be removed from the associated programme before the Expiration Date or the functionality will not work.
|
N/A |
| Search Availability |
States whether the learning activity can be accessed through a search by users or administrators only.
A selection is made from the dropdown list.
|
N/A |
| Certificate Template |
Selects the certificate template awarded to a user once they have completed the Learning Activity. A selection is made from the dropdown list.
A default certificate is always created during each LMS install and will be used if no further templates are built and assigned.
Additional certificates can be created in Admin > Manage Content > Manage Notifications > Certificate Template.
|
Journey pins Training History |
| Availability Contributor |
A contributor for the Learning Activity ie training department or supplier.
This field is only visible on the Learning Activity Details screen under the Details header. It does not show in any search results or reports.
|
Learning Activity Details
|
| Contact | Contact name for the Learning Activity. |
Learning Activity Details
|
| Activity Image |
Reflects the image displayed on the Learning Activities Details page.
A default image is displayed. This can be changed by selecting the Upload button and uploading an image. Uploaded images can be removed using the Clear Image button.
For best results the image should be 72 dpi and 1000x432 px.
|
Learning Activity Details Learning Library |
| Make available on My Learning app |
Checkbox defining if the activity should be available on the companion mobile app.
Activities marked as available will be visible within the app Learning Library from where they can be downloaded and played on the local device.
Note: On The Job activities cannot be used with the mobile app. As they are unable to launch OTJs in the app
|
N/A |
| Mark as a Compliance activity |
Activities marked as a compliance activity can be retained for a longer time-period should a user be anonymised or deleted in accordance with the site GDPR settings.
Compliance courses can then be reported on using the Compliance Training Report.
|
N/A |
| Contains Personal Data |
Indicates that the learning activity stores a user’s personal information in the content.
If a user is anonymised for GDPR purposes, all their information within the activity is purged so that the user cannot be personally identified. This is a non-recoverable deletion of the user’s entire history against the activity.
For example, if an assessment was to ask the user to input their name and email address it would contain personal data. if the user was subsequently marked as anonymous, this detail would be removed.
|
N/A |
| Off the shelf | This option is used by Ciphr to define which activities are part of Ciphr’s Off The Shelf e-Learning learning library | |
| Allow Manual Completion |
Enables the user to mark the learning activity as ‘Complete’.
Checking this option will display a status dropdown list on the Learning Activity Details screen.
This can be useful for non-trackable activities, such as External Resources and Workbooks, that currently auto-complete once launched. A user could mark themselves as complete to confirm they understood the learning outcomes from this non-tracked content.
|
N/A |
| Show Score in Activity Details | If this option is turned on it will present the score on the learning activity details page. A score will only be shown if the activity produces a score. | |
| Enable Trainer Notifications | If this option is enabled, then On The Job notifications will be sent to a Trainer. If this is off, then notifications will not be sent to the trainer. |
- Click Next
- Select the On-the-Job Content tab
- Click Upload if you would like to upload a SCORM/AICC (Aviation Industry Computer-based Training Committee) file for a trainer to complete on behalf of the delegate. The checkbox is used when updating existing activities.
- Click on the toggle button to activate Show Date Started if you would like the trainer to enter a start date for the activity
- Toggle Location on if you would like the trainer to enter a location
- Toggle Show Duration on if you would like the trainer to enter a duration
- Toggle Trainer Summary on if you would like the trainer to enter a trainer summary
- Toggle Evidence on if you would like the trainer and delegate to be able to upload evidence
- Select which access levels can update the activity
- Click Save Activity
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