DOI LEARN Getting The Most Out of Your New Learning Management System

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DOI LEARNGetting The Most Out of Your New
Learning Management System

• A Presentation for All USGS Employees,
  Volunteers, Partners and Contractors

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DOI LEARN

• Objectives
• Whats in DOI LEARN for me?
• Quick Log-in tips
• Helpful tools and links
• Transcripts and Learning Plans
• How to request training
• What happens once you request training?

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DOI LEARNWhats In It For Me?

• Accessible from any computer with Internet
  Explorer
• Help desk (24/7) to solve technical problems
• Take mandatory on-line classes with no approval
  necessary
• Review and request scheduled training classes
  across DOI
• View and print your own training transcripts

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DOI LEARN Roles

• Student Access
• Supervisor/Alternate Approver Access
• Instructor Level/Course Coordinator Access
• Data Steward
• Department Head
• http//training.usgs.gov/doilearn/roles_responsibi
  lities.html

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DOI LEARN

• Initial Login Tips for Federal Employees
• http//doilearn.doi.gov/

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DOI LEARN
All federal employees MUST have received a
paycheck prior to having access to the DOI LEARN
system
All federal employees are asked to log onto DOI
LEARN to create a new password and set up user
profiles. The website is https//doilearn.doi.gov
On this initial log-in screen employees
must 1. Enter User Name First initial of first
name, first 4 letters of your last name, your
birth date, ex. mhoodMMDDYYYY 2. Enter System
Password Note, this password is case
sensitive !ChangeIT! Now click on Log On
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DOI LEARN
Contractors, Volunteers, Partners, etc. request
initial access to DOI LEARN using the Public
Catalog Login link. Please allow up to 3
business days. Once you receive access you will
always log in using the gray box just as Federal
employees do. See http//training.usgs.gov/DOILe
arn/nonfedemployee.ppt Federal Employees DO NOT
USE THE Public Catalog Login. Click on Log On
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Timed out/Unsuccessful Login Attempts/Forgotten
Password

• Inactivity Logout
• Unsuccessful Login Attempts-Lock Out
• Forgotten Password
• You need to ensure your email address is correct
  in your profile page.

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Under New User name, type in your Lotus Notes
email address short name Example mdaniel Add
your email address. Type in your supervisors
last name and click Go
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1. Click the down arrow. 2. Click your
supervisors name. Note Selection of supervisors
in this process allows those selected as
supervisors to view and approve all training
requests for their direct reports.
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Input a new password using -At least 8
characters -At least 1 number -At least 1 special
character Note there is no special order to the
password criteria above. Confirm your password
and click Log On
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Note Click YES to the Rules of Behavior.
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Employee Responsibilities

• Completing your profile
• Fill in the blanks
• Supervisory information
• Apply for Training
• View/Print Transcript

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Once logged on, all employees will see this
Welcome screen. Click the Administration
Tab to modify your user profile. Note other
link options here too.. If you click Library
and then Online Resources youll see many
helpful resources. If you click Help Desk
youll find System Requirements and Plug-ins to
use.
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Click on My Information to get to your
Profile. NOTE Two ways to get to it.
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Editing Your Profile Complete the blank fields
in your profile, Especially the Org Code. Make
changes as necessary.
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DOI LEARNAdding your Supervisor
The Primary Supervisor Box is new and every
employee needs to populate this new field with
the supervisor who does your performance
appraisal. For contractors/volunteers/ partners,
please add the name of your Federal Liaison.
Make sure the Other Training Approvers (incl
Primary Supervisor) is populated FIRST. This
is where you can add alternate approvers too. You
must first populate the Other Training
Approvers box before the Primary Supervisor
box will provide a list of names to choose from.
Click Save when done.
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Applying for training Whats next?

• Step 1 Finding the course you want
• Step 2 Applying
• Step 3 Receipt of email confirmation of
  application
• Step 4 Receipt of email of approval

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DOI LEARNRequesting Via the CatalogSTEP 1
Requesting Training Click on Course Catalog
and Click on Catalog Enter a keyword to search
on.
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DOI LEARNChoosing your ClassStep 2
Click on the GREEN Title to open all classes, and
to get more information about the class.
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DOI LEARN How Do I Submit A Training Request?
Enter Zeros for the three mandatory fields IF
there is not any estimated cost and choose the
By Agency for Whos Funding
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DOI LEARNWhen an Employee Requests TrainingStep
3

• When an employee applies for a class in DOI LEARN
  the system sends an automatic email from
  doilearn_at_geolearning.com to the supervisor
  asking them to log into DOI LEARN and approve the
  training, provided the profile was set up
  correctly.
• Note These emails are not Spam!
• Have your local IT Support check their server
  filters if supervisors are not receiving emails
  from doilearn or check your own profile to make
  sure the correct supervisor was selected.

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DOI LEARNChoosing your ClassStep 4
This is an example of the automatic email Note
Status
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View/Print Your Transcript
Click on My Courses. Notice tabs to view
training. Click on Student Transcript.
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DOI LEARNView/Print Your Transcript Cont.
Viewing/Printing your Transcript If you choose
PDF format, it looks like the next screen
shot. Click View Report
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DOI LEARNTranscript (in PDF format)
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Information Read Only

• FYI only
• - Payment options
• DOI University information
• Learning Plan and Misc.

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Training Approval

• It is imperative that your training request be
  approved PRIOR to you attending training,
  because
• Attendance
• Course Coordinators/Instructors know how many
  supplies/books to order.
• Recordkeeping/tracking training.
• Helps the instructor if the roster is closed.
• Helps the instructor know who is attending for
  open rosters.
• Helps the DOI LEARN team know if you attended or
  not to avoid future emails.

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DOI LEARNApproval Screen Shot

• The next slides are an example of what the
  approval screen will look like if a
  supervisor/alternate approver/AO chooses to pay
  by Credit Card
• This is information only, if you are an approver,
  we have a separate training session for
  supervisors and alternates.

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DOI Learn
Choose the Action Type. Please click GO after
your payment type is selected.
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USGS SPONSORED CLASSES, CALL 888-390-4447 Then
Choose Option 9
Scroll down
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Credit Card Payment
THIS IS A CONTINUATION FROM ABOVE FOR CREDIT CARD
PAYMENTS
Fill in 3 mandatory fields and click submit for
USGS.
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PLEASE NOTE This is for IPAC payment type.
Please click GO after your payment type is
selected.
ORG CODE P.O Number/DCN Account Number
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Credit Card Payment for DOI U Classes

• This slide was added for information only since
  DOIU is separate from DOI LEARN
• Click "Payment Option"
• Click "GO" then choose credit card. Scroll down.
• Enter your name, phone, and email.
• For DOIU/NBC classes, click the URL listed
  http//www.doiu.nbc.gov/cc
• This takes you to DOIU's web site to enter your
  credit card information electronically.
• NOTE You must return to the DOI LEARN window
  and click "Submit to approve the training.

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DOI LEARN SF-182 External Training Form

• To receive credit for training taken outside of
  DOI LEARN Federal employees now must complete
  the SF-182-External Request.
• Do not have supervisors enter training taken
  outside of DOI LEARN in the Extra Training Items
  anymore for Federal employees

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SF-182 for External Trng
SF-182 for External Training Requests for Federal
Employees only. Click Course Catalog, then
Catalog, then Request External Trainig
See this URL for SF-182 help slides http//traini
ng.usgs.gov/DOILearn/Index.html
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SF-182 Continued
Populate all fields and click Save at the bottom
when finished.
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SF-182 Continued
Click the Green links for help. You can also
find definitions at http//www.opm.gov/forms/p
df_fill/SF182.pdf
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SF-182 Continued

• Employees
• You can see your SF-182 External Training Request
  status by clicking on My Courses, then My
  External Requests.
• Once training has been approved and completed, it
  will show in your Student Transcript.

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How to add training to your Transcript

• If you are a contractor, partner or volunteer,
  you can have your supervisor enter it as Extra
  Training Item vs. how a Federal employee has
  their training added that was taken outside of
  DOI LEARN using an External Training Request
  Form (SF-182).
• These next few slides are for contractors,
  partners and volunteers only.

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Adding Extra Transcript Items for contractors,
partners and volunteers.
Click the Add Extra Transcript Item button
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Adding Extra Transcript Items
Enter information and click Submit. Click
Update Transcript on the next screen when done.
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DOI LEARN

• Metrics That Matter (MTM)
• This tool allows employees a chance to evaluate
  the class they took in DOI LEARN within 30 days
  of completion.
• Please fill out the survey which takes less than
  5 minutes when you receive the email. The emails
  will stop coming after you take the survey.
• The Primary Supervisor field must be populated in
  each persons DOI LEARN profile so the correct
  person receives email.
• Note The Post Event Survey is under your My
  Courses, then OLT or ILT under Options.

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DOI LEARN Your Learning Plan
Learning Plan Click on My Courses at the main
welcome screen, then Click on Learning
Plan This is where you find courses to take that
have been assigned to you.
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DOI LEARN Get Training and Info!

• Supervisors Admins Sign up for monthly
  scheduled training with at http//training.usgs.
  gov/DOILearn/WhatsNew.html
• All Employees Login Instructions on the OED
  website http//training.usgs.gov/DOILearn/Index.
  html
• Supervisors and Alt Approvers - How to Approve
  Training http//training.usgs.gov/DOILearn/tipsf
  orsupervisors.html
• Contractors, Volunteers, etc Login Instructions
  on the OED website http//training.usgs.gov/DOIL
  earn/Index.html
• Desk Aids Color Tri-fold Brochures Contact
  Melanie Hood
• Instructors Class Coordinators - Managing your
  classes in DOI LEARN Contact Melanie Hood if
  you feel you need this training.

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• Problems When Taking an On-Line Class
• In the midst of taking on-line training and the
  screen freezes or will not respond to keyboard
  commands Please have your employees view these
  web sites for Internet Browser and Java
  configurations
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/2007_IEBrowser_Settings.pdf and
• http//doilearn.doi.gov/MaestroC/OnlineResourceDoc
  s/2/Java_Settings.pdf
• These are also located under Library and Online
  Resources in DOI LEARN.
• If you are using a Mac computer, please view this
  URL http//internal.usgs.gov/gio/security/securit
  y_training_fissa.html

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DOI LEARNTidbits

• Updates on OEDs website
• http//training.usgs.gov/ and the Lotus
  Electronic Bulletin Board
• Cant find a class in the DOI LEARN Course
  Catalog? Email oeddoilearn_at_usgs.gov
• Please use the DOI LEARN Helpdesk!
  doilearn_at_geolearning.com 1-866-466-1998

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DOI LEARNQuestions?

• Fire away