Create an ILT Course

1. In the header menu, click the Administrator menu icon
   
   
2. Navigate to Product Administration > Learning > Learning Activities
   
   
3. Click New Activity in the upper right corner of the Activity Management page
   
   
4. Select ILT Course from the dropdown options
   
   
5. Enter the following information for…
   • Name = # Sample ILT Course
   • Code = system generated code
   • Description = This is a sample Instructor Led delivered Training
     
     
6. Click SAVE
   
   
7. Click OPTIONAL button at the bottom of the properties pane
   
   
8. Click General under the Configure general properties for your activity section
   • Activity Image – browse and select an image file if desired
   • Contact – leave blank
     
     

NOTE: data entered here will appear on the Activity Details page in Learner mode

• Keywords - leave blank
  
  

NOTE: enter additional words that are not found in the name or description which may help users find the course in the search results

• Click NEXT
  
  

9. Enter / update the Status properties
   
   
   • Active: To make active, checked. Checked by default. Determines if the activity is active and available for registration and use in subscription and fulfillment links
     
     
   • Hide from search results for Learners and Managers: Not Checked. If selected prevents the activity from appearing in search results. Typically selected if ONLY available via assignment or within a learning activity structure (e.g. curriculum)
     
     
   • Cancelled: Not checked. If checked this will cancel the activity and make it no longer available for learners to access or register. Typically, ONLY used for cancelling ILT Classes (offerings).
     
     
   • No registration required: Not checked. For ILT Courses and Classes this option must remain unchecked as these activities will always require registration
     
     
   • Hide in Manager mode: Not checked. If selected hidden in manager mode, that is managers will not be able to view / access the activity while working with their direct reports in the Manager mode / dashboard. NOTE: RARELY a need to select, possibly in a unionized environment
     
     
   • Hidden from Transcript: Not checked. If selected the completion of the activity will NOT appear on the transcript for the learner
     
     
   • Can be copied: Not checked. Checked by default. Checked by default. If selected allows activity to be copied for the creation of new learning activities. RECOMMENDATION – leave unchecked unless it is going to be continually copied to create new ILT Courses
     
     
   • Can be subscribed: Checked. Checked by default. If selected allows activity to be selected as a subscription link to other learning activity structures. RECOMMENDATION – Uncheck unless it is going to be part of a curriculum. If not known leave unchecked as it can always be selected later
     
     
   • Can be fulfilled: Checked. If selected allows activity completion to be fulfilled by other learning activities. RECOMMENDATION – Leave checked for ILT Courses but unchecked for ILT classes
     
     
   • Express Interest: Checked. If selected allows learners to express interest in a class not yet offered. Additionally, they may provide information why they are interested. For example, current offerings are too far away. Then you and your team can work to provide an offering that works for them

 

10. Click NEXT to proceed to the Notes properties
    • Instructor notes – “Be sure to arrive 30 minutes early to setup your classroom”
      
      

NOTE: Instructors can view the notes on the Instructor Schedule Activity Summary page. Notifications sent to instructors may include these notes in the message. You can use HTML tags to format the text.

• User notes – “Please bring your contact list to the Excelling at CRM class”
  
  

NOTE: Learners view user notes on the Activity Summary page for the learning activity. These notes appear in training-related notifications if included as macros in the notification template. You can use HTML tags to format the text.

• Registration instructions – leave blank
  
  
• NOTE - Each type of activity (workshop, class, and so on) may be assigned default registration instructions that display to learners during registration.
  
  
• If you do not enter any instructions, default instructions will display.
  
  
• You can control the placement of registration instructions in the registration panel.
  
  
• Registration instructions can be translated into multiple languages and entered in the Translated Properties
  
  
• Registration instructions can be entered only for the parent level of an activity structure.
  • Learners view Registration instructions in the registration panel at the time of registration.
    
    

11. Click OK
    
    
12. Click System Defined under the Metadata properties section
    
    
13. Media type - select Classroom
    
    
14. Delivery Method - select Classroom
    
    
15. Content type – select as desired if value is available
    
    
16. Expiration Date – leave blank
    • NOTE: Specifies the date on which the learning activity expires. If the expiration date for an activity is already past, it will not appear in search results or Library.
      
      
17. Language - select English (United States)
    
    
18. Click OK
    
    
19. Validate and Move to Production
    
    

 

 Create an Offering (ILT Class) of the ILT Course

Offerings of ILT Courses are delivered through the ILT Class learning activity type in SumTotal. The following outlines the steps for creating offerings of a selected ILT Course.

1. In the header menu, click the Administrator menu icon
   
   
2. Navigate to Product Administration > Learning > Learning Activities
   
   
3. Search for the ILT Course you created in the previous step
   
   

HINT: # Sample ILT Course

4. Select it by clicking on the radio button next to it
   
   
5. Once selected, click New Activity in the upper right corner of the Activity Management page
   
   
6. Select Offering of selected activity from the dropdown options
   
   
7. Enter the following information in the Offering Wizard presented
   • Start Date* 9:00 AM / 1 month from current date
   • End Date* 5:00 PM / 1 month from current date
   • Time zone America/New York
   • Maximum Capacity 22
   • Uncheck Send notification to users who expressed an interest in this activity
     • NOTE: The information initially entered in the offering wizard may be altered in the activity properties once the offering is built.
       
       

8. Click BUILD OFFERING
   
   
9. The ILT Class (i.e. offering) is created and you may edit the properties
   
   
10. Name* - <Start Date> / <Location City> offering of # Sample ILT Course
    
    
11. Activity Image – browse and select an image file if desired
    
    
12. Code* - system generated code
    
    
13. Description = This is a sample Instructor Led delivered Training
    
    
14. Contact – leave blank

NOTE: data entered here will appear on the Activity Details page in Learner mode

1. Keywords - leave blank
   
   

NOTE: enter additional words that are not found in the name or description which may help users find the course in the search results

1. Click SAVE
   
   
2. Click OPTIONAL
   
   
3. Click Status under Configure general properties for your activity
   
   
4. Enter / update the Status properties
   • Active: Checked. Checked by default. Determines if the activity is active and available for registration and use in subscription and fulfillment links
     
     
   • Hide from search results for Learners and Managers: Checked. Checked by default. RECOMMENDATION – always check this option.
     
     
   • Cancelled: Not checked. If checked this will cancel the activity and make it no longer available for learners to access or register. Typically, ONLY used for cancelling ILT Classes (offerings).
     
     
   • No registration required: Not checked. For ILT Courses and Classes this option must remain unchecked as these activities will always require registration
     
     
   • Hide in Manager mode: Not checked. If selected hidden in manager mode, that is managers will not be able to view / access the activity while working with their direct reports in the Manager mode / dashboard. NOTE: RARELY a need to select, possibly in a unionized environment
     
     
   • Hidden from Transcript: Not Checked. If selected the completion of the activity will NOT appear on the transcript for the learner
     
     
   • Can be copied: Checked. Checked by default. If selected allows activity to be copied for the creation of new learning activities. RECOMMENDATION – leave checked so it may be selected in the future to copy and create new ILT Courses
     
     
   • Can be subscribed: Checked. Checked by default. If selected allows activity to be selected as a subscription link to other learning activity structures. RECOMMENDATION – Uncheck unless it is going to be part of a curriculum. If not known leave unchecked as it can always be selected later
     
     
   • Can be fulfilled: Checked. If selected allows activity completion to be fulfilled by other learning activities. RECOMMENDATION – Leave checked for ILT Courses but unchecked for ILT classes

 

13. Click NEXT to proceed to the Notes properties
    
    • Instructor notes – leave blank
      
      

NOTE: Instructors can view the notes on the Instructor Schedule Activity Summary page. Notifications sent to instructors may include these notes in the message. You can use HTML tags to format the text.

• User notes – leave blank

NOTE: Learners view user notes on the Activity Summary page for the learning activity. These notes appear in training-related notifications if included as macros in the notification template. You can use HTML tags to format the text.

• Registration instructions – leave blank (not applicable for an offering)
  
  
• NOTE - Each type of activity (workshop, class, and so on) may be assigned default registration instructions that display to learners during registration.
  
  
• If you do not enter any instructions, default instructions will display.
  
  
• You can control the placement of registration instructions in the registration panel.
  
  
• Registration instructions can be translated into multiple languages and entered in the Translated Properties
  
  
• Registration instructions can be entered only for the parent level of an activity structure.
  • Learners view Registration instructions in the registration panel at the time of registration.
    
    

14. Click OK
    
    
15. Click System Defined under the Metadata properties section
    
    
16. Media type - select Classroom
    
    
17. Delivery Method - select Classroom
    
    
18. Content type - select Management Skills
    
    
19. Expiration Date – leave blank
    • NOTE: Specifies the date on which the learning activity expires. If the expiration date for an activity is already past, it will not appear in search results or Library.
      
      
20. Language - select English (United States)
    
    
21. Click OK
    
    
22. Click General under the Schedule properties section
    
    
23. Start date and time* - leave as set
    
    
24. End date and time* - leave as set
    
    
25. Registration deadline date – enter as required for your training
    • NOTE: Learners cannot register for the activity after the registration deadline date. Learners can view the registration deadline date in the Activity Summary
      
      
26. Cancellation deadline date – enter as required for your training
    • NOTE: Learners cannot cancel their registration after the cancellation deadline date. If there is a cost associated with cancelling they need to pay a cancellation fee if they cancel before the cancellation deadline date and pay a late cancellation fee if they cancel after this date. Learners can view the cancellation deadline date in the Activity Summary page.
      
      
27. Time zone – America/Los Angeles
    
    
28. Check for conflicts - checked
    • NOTE: Learners are allowed to register for activities during a specified time and date. Consider a situation where two activities have the same start and end dates. After registering for one activity, the system blocks users from registering for the other activity that has the same start and end dates.
      
      
29. Click OK
    
    
30. Click Instructors under the Resources properties section
    • INSTRUCTORS: Assign one or more instructors to teach a learning activity. A user is identified as an instructor if the Instructor check box is selected on the User Properties page. You can specify if the instructor is qualified or responsible or both.
      
      
    • Qualified instructors will not view the learning activity on their Instructor Schedule page. You can view these instructors as qualified to teach the learning activity in Administrator mode.
      
      
    • Responsible instructors have access to the activity roster with authority to add users and enter status and outcome data. The Instructor Schedule shows the assignment of learning activities to the responsible instructors.
      
      
    • If an instructor requires approval, the approver receives a notification to approve the instructor. The system also checks to see if there is a conflict in the instructor's schedule.
      
      
31. Click Add
    
    
32. On Select Instructors page, choose Select Instructor to add instructor individually
    
    

Alternatively, you may choose to Select Instructor by Audience to add instructors by audience

• Click Next
• Select the check box next to the name of the instructor who will teach this learning activity
  
  

Select desired instructor from those listed

• NOTE: you may click the View in Calendar button at the bottom of the window to view the schedule of the selected instructor in a calendar control
  
  

• ClickNext
  
  
• Leave theQualified and Responsible boxes checked (see not above)
  
  
• Click OK
  
  
• Click OK|
  
  
• Click Locations under the Resources properties section
  • LOCATIONS: Locations are the physical location (i.e. classroom) within the facility. These will be entered and available within the system, if you can’t find the desired location please work with your division learning administrator.
    
    
• Click Add
  
  
• Search and Select the desired location within the facility
  • NOTE: you may click the View in Calendar button at the bottom of the window to view the schedule of the selected location(s) in a calendar control
    
    
• Click OK
  
  
• Click OK
  
  
• Validate and Move to Production

 

Copy an ILT Class (Offering) of the ILT Course

ILT Classes (offerings) of ILT Courses may be copied to quickly create new offerings in SumTotal. The following outlines the steps for copying an existing offerings of a selected ILT Course.

1. In the header menu, click the Administrator menu icon
   
   
2. Navigate to Product Administration > Learning > Learning Activities
   
   
3. Search for the ILT Course you created in the previous step
   
   

HINT: # Sample ILT Course

4. Once found, in the EDIT actions dropdown select View Offerings
   
   
5. Select the desired Offering you wish to copy by selecting the radio button next to it
   
   
6. Click Copy in the Offerings table menu
   
   
7. Enter the following information in the Copy Offerings Wizard
   
   

DATES

• Select Keep same dates and times – select this option to retain the schedule of the selected offering for copying
  
  

OR

• Select Offset dates and times by – will offset the start and end dates of the selected offering by the number of days, hours or minutes entered
  
  

OR

• Select Offset dates and times relative to - select and enter a date and the new copy will be created with the selected date / time as the start date / time
  
  

NUMBER OF COPIES

• Enter the number of copies
  
  

EDIT PROPERTIES

• Select the properties desired to be copied to the new offerings created
  
  

NOTE: All properties are selected by default. Typically, the instructor and location may change so deselecting these will not copy the properties to the new offering(s).

8. Click OK
   
   
9. The newly copied offerings now appear in the list of Offerings, they will be named “Copy (#) of…” where # equals the copied number
   
   
10. Click EDIT and modify or set the desired properties
    
    
11. Once completed, Validate and Move to Production