- 6.410.4.1 Overview
- 6.410.4.2 Learner Interface
- 6.410.4.3 Administrator Interface
- 6.410.4.4 Learning
- 6.410.4.5 Commerce
- 6.410.4.6 Resources
- 6.410.4.7 Notifications
- 6.410.4.8 Reports
- 6.410.4.9 Tools
- 6.410.4.10 Training Evaluation
- 6.410.4.11 Data Integrity and Reporting on Non-Compliance
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The Enterprise Learning Management System (ELMS) is the system of record of employee learning in IRS.
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ELMS is used for managing all aspects of training activity, replacing ACES, the Automated Corporate Education System and the interim content delivery system, learning@IRS.gov.
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ELMS also replaced ACES as the official repository for employee training history.
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Beginning with training delivered in FY 2005, the IRS will use ELMS as the single official system of record for recording and tracking training activity. ELMS will not be integrated with or provide data to any other training system.
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ELMS has two parts or interfaces, one for the learners (both employees and managers), and another for administrators of the system. These interfaces will be discussed in Sections 4.2 and 4.3.
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ELMS is a web-based application and can be accessed at http://elms.web.irs.gov.
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Administrative Interface: The part of ELMS that is used by administrators to manage learning, learners, and budget. ELMS administrators are primarily from the Learning and Education community.
Class: A group of learners that will complete a series of scheduled offerings necessary for training requirements together.
Class File: File of administrative records for a single scheduled offering. This file may include the class roster, applicable notifications, budget documents, Level 1 evaluations, etc.
Catalog: A collection of items and materials available for employee learning. Business units use catalogs to organize their training offerings.
Completion Status: A status assigned to a learning event to indicate whether the learner successfully completed the item. Each type of item has its own set of predefined completion codes.
Completion Date: The date on which a learner finishes an item.
Item: A learning event offered to employees. Examples may include (but are not limited to) a course, On-the-Job Training (OJT), Web-Based Training (WBT), self study, or earning an external certification.
Item Type: The category of an item that reveals something about the delivery method. Examples include course, OJT, Continuing Professional Education (CPE), and briefing.
Contact Hours: Used with items receiving Continuing Professional Education (CPE) credit. Contact hours are the number of actual hours in a learning activity during which learners were receiving instruction. Contact hours do not include breaks, lunch, or travel time.
Context-Sensitive Help: Allows users to view Help topics that are specific to the page being viewed.
CPE: Continuing Professional Education. This is a type of credit for completion of an item that is tracked to maintain professional certifications such as Certified Public Accountant. A CPE might also be conducted to bring employees up to date on changes in technology and tax law.
Credit Hours: Provide a method of accounting for a learner's successful completion of items. The credit hours associated with an item are determined in accordance with the outside organization (e.g. National Association of State Boards of Accountancy (NASBA), or the American Council on Education (ACE)) certifying the CPE content.
Curriculum: A plan of instruction that details what the learners are to know, how they will learn it, what the instructor’s role is, and the context in which learning and teaching will take place. In ELMS, a curriculum contains one or more items, which allows administrators to more easily assign the items to a learner and to track their completion.
Domain: A defined organizational segment in a hierarchical relationship. Domains can be used to restrict add/edit/view/search capability on the administrative interface of ELMS.
ELMS: Acronym for Enterprise Learning Management System.
Grade: A value used to indicate a learner's score associated with a learning event.
Instructor: A person who delivers training. Although anyone can be designated as an instructor when recording learning events, instructors managed in ELMS can be assigned a list of items that they are authorized to teach, thereby improving the process of selecting and scheduling instructors to deliver a specific item.
Instructor-Led Item: An item that is scheduled. Examples include classroom training and Centra sessions.
Learner: A student, someone who accesses ELMS via the learner interface to take training or to view learning history.
Learner Interface: The part of ELMS that is used by learners and managers to take on-line learning, view/manage learning plans, view/record learning history and search the catalog. The learner’s login is the Social Security Number; password is a default which learners must change at the initial login.
Learning Event: Individual items, both successfully and unsuccessfully completed, in a learner’s learning history. Although most learning events relate to a specific item, non-items such as out-service training or Human Resource Investment Fund (HRIF) courses are also recorded.
Learning History: History is a listing of every item that a learner completed successfully or unsuccessfully. Instructor records (teaching history) are found in the scheduled offering segment tab.
Learning Plan: A list of the items assigned to a learner with the deadlines by which the training must be completed. The learning plan is like a personalized to-do list for training.
Online Item: An item that is used to deliver training via the IRS intranet, internet or a network. Examples include SkillSoft and MicroMash courses.
Non-item: A learning event that is paid for or sponsored by IRS but not part of the IRS curriculum, e.g. Human Resources Investment Fund (HRIF) courses.
Notifications: E-mail messages that are sent to learners, managers, instructors, and/or training contacts to notify them of registration, cancellation of a scheduled offering, placement on a waitlist, or upcoming deadlines in the learning plan.
Program Manager: Individual responsible for learning and administration activities associated with education programs.
Required Date: The date by which an item needs to be completed or all items related to the selected curriculum must be completed.
Retraining Interval: The number of days before a learner is required to take an item again. Retraining interval is used for courses that are updated periodically or repeated on a periodic basis, such as the mandatory briefings or Contracting Officer’s Technical Representative (COTR) recertification.
Scheduled Offering: A specific scheduled learning event, such as the "Revenue Officer Phase 1 class scheduled to start October 15 in Room 4 of the Federal Building." Scheduled offerings do not exist for online items because they are not scheduled in the same way that a classroom and an instructor must be scheduled.
Segment: A unit of time within a scheduled offering that is used primarily to manage resources. A scheduled offering can be made up of multiple segments. Instructors are resources and are scheduled in the segment.
SKU: Stock Keeping Unit (SKU) is used in catalogs to search for items.
Sub-curriculum: A curriculum that is made part of another curriculum. For example, a new employee orientation containing SETR and TRAS training could also contain the curriculum for mandatory briefings.
Subject Area: The area of concentration of the selected item or material. Examples of the subject areas may include Safety, Accounting, and Tax Law.
Teaching History: A list of each item that a person instructed. Learner training is found in the learning history.
Waitlist: A list of learners awaiting slots in a scheduled offering.
Workflow: A set of permissions that allow an administrator to perform specific actions such as search, add, copy, or view.
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Every employee and manager in the IRS has access to ELMS on the learner interface.
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Access to the learner interface is only from an IRS office inside the Service firewall or via secure connection to the IRS intranet.
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Some online learning is available to employees via the internet, but that training is taken outside of the ELMS learner interface.
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Learners will be required to change their password at the initial login and every 90 days thereafter. Learners can change their passwords more often if they so choose, but not more often than once a day.
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Passwords must be at least 8 characters, but no more than 12, and must adhere to all of the following:
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Contain English uppercase and lowercase letters
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Contain Arabic numerals
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Contain non-alphanumeric special characters (!, @, #, -, &, *)
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Cannot contain learner ID or full name
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Single characters cannot be repeated more than twice in a row
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Cannot be one of the previous six passwords
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Cannot contain the same string of four characters in a row if that character string was part of the last password
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The learner interface gives learners and managers all of the functionality listed in sections 4.2.2.1 through 4.2.2.7 below. The information that applies specifically to managers is contained in section 4.2.3.
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This is the location where learners see all the items they have been assigned by their manager or training administrator or that they have selected for themselves through the catalog.
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When learners select items from the catalog, they are able to remove those items from their learning plan. Learners cannot remove items assigned by a manager or administrator.
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Learners may view all of the contents of the learning plan or can view those on-line, in progress, or in which they are registered. If the learner is using the registration view but is not registered or waitlisted in a scheduled offering, nothing will show up in the learning plan.
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This option shows the items a learner has requested to take.
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Request Schedule is done through the catalog or learning plan by clicking the "Request Schedule" button.
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This option shows what curricula have been assigned to the learner and the status of each item in the curriculum.
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By clicking this link, learners will be able to view the items in their learning history.
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If learners find that items are missing from their learning history, such as a SkillSoft or MicroMash course taken through the internet instead of ELMS, they can submit a Form 12201 to their functional training coordinator or ELMS administrator with proof of completion and that item can be added to their learning history. Proof of completion could be a training certificate, SF-182, reporting instructions, or a memo signed by the supervisor.
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In ELMS, a catalog is a listing of available items and is viewable on the learner interface.
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There is an IRS-wide catalog that contains items, such as SkillSoft, available to all employees.
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In addition, each business unit has a catalog of items for its employees. All items available to a learner are viewed as one catalog, there is no differentiation between the catalogs.
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When searching the catalog, learners will be able to view any items available to them. These items may be online or instructor-led. Learners can also browse the catalog by subject areas.
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Online courses will provide learners with an opportunity to launch a course from the catalog or add it to their learning plan, provided that they have completed any necessary prerequisites.
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For items in the catalog that are instructor led, there is a button labeled Request Schedule. When the learner clicks that button, ELMS will show available scheduled offerings for that item and allow the learner to request to take the item.
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This option allows learners to record their own learning events and managers to record learning events for their employees.
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The ELMS system-wide setting allows learners and managers to record learning events, but the program manager determines whether this setting should be enabled for an item. Learners and managers can record learning events only for items which have been properly designated by the program manager.
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Only a few items use this functionality. Employees cannot record history for any non-item events.
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Managers must first "View Others" and select one or more learners to record a learning event.
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Managers have the ability to:
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Manage the learning plans of each of their employees. This means that managers can add items and check on the progress of their employees
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View employee learning plans and learning history
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Run reports on themselves, and on one or more subordinate employees/managers.
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Approve item and registration requests
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Managers who have subordinate managers as employees will be able to click the arrow by the subordinate manager’s name to view that manager’s subordinate employees.
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This is the part of ELMS used by administrators, functional training coordinators, course developers, the Learning and Education community, and others to manage learners, items, and scheduled offerings.
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Administrators must receive appropriate training and request access to ELMS through the Online 5081 application at https://ol5081.enterprise.irs.gov:8443.
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Remarks on the 5081 must include the time zone, business unit domain, role, and the date ELMS functionality training was completed.
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Each business unit will identify one or more administrators (BUADMIN) to coordinate ELMS information and:
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Attend monthly status calls
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Participate in the review and testing of new ELMS functionality
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Assign new passwords or unlock them for users
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Assist in help desk activities by acting as the first source of assistance for those experiencing problems
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Perform additional duties to support the use of ELMS.
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The following table shows various roles assigned in the ELMS administrator interface:
ID Who Role ALL ELMS Configuration Staff All system privileges BUADMIN Lead business unit administrators Assists others with problems including creation of items and curricula. BUADMIN can view most ELMS objects and has the workflows "Add Learner" and "Edit Learner" , which allows the editing of everything on a learner record ELMS Staff ELMS Staff (not configuration) All privileges except system configuration FTC Functional Training Coordinators (FTC) are not embedded in Learning and Education (L&E) Processes out-service training requests, enrolls learners, assigns curricula/items to learning plans and runs reports. HD-ELMS ELMS Help Desk (HD) staff Unlocks passwords, views and searches entire system HD-ERC Employee Resource Center Help Desk staff not on the ELMS staff Processes learner requests for copies of learning history INST Instructor Instructs, updates registration, enters test results and records learning events LDR-ENROLL Embedded L&E training staff responsible for Leadership Training Enrolls managers in Leadership sponsored scheduled offerings LETS Embedded L&E Training Staff (LETS) Adds scheduled events to LMS, enrolls learners, records learning events. Additionally, this role has the workflows "Edit Learner" and "Edit Learner Custom Column" . This allows the editing of only the fields in the Custom Column Tab. LIB IRS employee/contractor working with the content server as content librarian Loads e-learning content into the content repository OL-DEV Subject Matter Expert (SME) or member of LETS who develops online training Develops content objects, modules, lessons. Prepares instructional aides, writes test questions, adds items. RM-SCD Undefined – not used at this time Workflows to be determined once final decision on how room scheduling will be accomplished using ELMS (post-Release 3 timeframe). TPM Training Program Manager, usually the curriculum owner. Manages item and curriculum records, manages curricula, schedules and enrolls learners. Also has the workflow "Edit Learner" , this allows the editing of everything on a learner record VIP (View Only) Person with View Only access to the system, often a manager or executive. Searches for information relevant to employee training
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Domains restrict the add/copy/delete/edit/search/view of data on the administrative side of ELMS. This includes items, learners, curricula and scheduled offerings.
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Learner domains are based on the organizational segmentation codes.
Learner Domain Parent ID Parent Learner Domain ID Description 11 National Headquarters 15 Agency-Wide Shared Services 20 Taxpayer Advocate Service 22 Communications & Liaison 23 Criminal Investigation 30 Tax Exempt/Government Entities 35 Modernization and Information Technology Services 40 Wage & Investment 41 Wage & Investment — Campus 50 Small Business/Self Employed 51 Small Business/Self Employed — Campus 60 Large & Midsize Business 88 Counsel 89 Appeals -
This domain structure is hierarchical and allows for learner records to be assigned domains based on their functional area, or organizational segment code (ORGSEG). The ORGSEG is passed to ELMS from the personnel database HR Connect, thus providing a seven level hierarchical tree structure. This hierarchy is illustrated below:
ORGSEG Segment ORGSEG Business Unit 11 Office 1122 Division/Operation 11223333 Branch/Area/Department 1122333344 Territory/Team 112233334455 Group/Team 11223333445566 Unit 1122333344556677 -
The curriculum domains, used for ownership of content in ELMS, are as follows:
Curriculum Domain ID Curriculum Domain ID Description CURR-APP Appeals CURR-AWSS Agency Wide Shared Services CURR-C&L Communications & Liaison CURR-CI Criminal Investigation CURR-CMLC Career Management Learning Centers CURR-CSL Counsel CURR-LDR Leadership CURR-LMSB Large & Midsize Business CURR-MITS Modernization & Information Technology Services CURR-MM MicroMash CURR-NHQ National Headquarters CURR-SB/SE Small Business/Elf Employed CURR-TAS Taxpayer Advocate Service CURR-TE/GE Tax Exempt & Government Entities CURR-W&I Wage & Investment -
Each administrator is assigned specific workflows within his/her domain. Workflows specify what action an administrator can take such as adding, editing, copying, searching, and viewing various types of records.
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A domain is the part of the hierarchical structure of the IRS to which the administrator has access.
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This area of the system allows a variety of additions or updates, as well as searching and viewing learner data such as learner records and learning plans.
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Learner records, as well as the supervisor/subordinate relationships, are created from the personnel database. The script is run weekly on Saturday. Learner records with incomplete or erroneous data in ELMS must be corrected in the personnel database.
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New learner records may be entered manually only by administrators with the BUADMIN role.
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E-mail addresses are added weekly from the Discovery Directory. Employees who do not have an e-mail address are given the e-mail address of their manager assigned in the personnel system.
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Learners who are designated as instructors must have their ELMS system-generated instructor identification number added on the Custom Fields tab in the learner record. This is essential for reporting the learner’s instructor history.
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The Learning Event Editor is used to view, edit, or delete items from a learner’s learning history.
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This option is used to record items, non-items, or scheduled offerings in a learner’s learning history. In ELMS, the Learning Event Recorder must be used in order for the learner to get credit in training history.
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BUADMIN, TPM & LETS roles allow adding learning history to employees in their domain using any item. LETS & FTC roles that are domain restricted can only record learning events for items and employees in their domain.
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The Learning Event Recorder is a wizard with multiple steps to complete before the learning event is added to learning history.
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A name added in the Instructor field in step 3 of the wizard will appear on the completion certificate; it will not give the named instructor credit for instructing the scheduled instance.
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A default completion field is required. The default completion selected will apply to all the learners in a scheduled offering. However, if one or more of the learners did not complete, their completion status can be changed at step 5 of the wizard.
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Comments are not to be added at step 5, except for the vendor/institution for an HRIF course. Grades should be added when they are required by the IRS, for example when the IRS is paying for a learner to attend a course, such as through the HRIF. Grades may also be added when they are for the benefit of the employee. An example of this is a CPE required for certification through NASBA.
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Learner training costs are entered at step 6 of the wizard. Click the edit link, then add the information in the Account Code field or search for the correct code. Add the cost for the learner in the cost field.
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The allowed completion codes in ELMS are:
For credit Complete Learner successfully completed the course/item Collateral Credit Learner receives credit for an IRS course based on completion of another, e.g., Basic Instructor Training Course (BITC, ACES course 9928) is now Classroom Instructor Training Course (CITC), ELMS item 15382 (formerly ACES course 9716). Waived Learner given credit for completion based on prior experience or demonstrated competence Not for credit Incomplete Learner did not complete all requirements for the item Dropped Learner left or quit item Failed Learner did not pass required examinations No Show Learner did not show up for training
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Outservice training in ELMS will be entered as follows:
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Learning Event Recorder "Item" — the IRS approved employee organizations such as FEW, HIRE, AIM, etc. will have an ELMS item ID. Additionally, any outservice course that is part of an occupation’s curriculum will have an ELMS item ID. All costs for tuition, books and travel must be entered.
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Learning Event Recorder "Non-Item" — Human Resources Investment Fund (HRIF) outservice will not have an ELMS item ID. When recording the event, the title must start with HRIF and the track number of the approved HRIF program, as well as the actual title of the class taken, for example; "HRIF3 Accounting 101" . All costs for tuition, books and travel must be entered.
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Learning Event Recorder "Non-Item" — all other outservice not included in the above. The title should be the course title provided on the SF-182, and end with "Outservice" . All costs for tuition, books and travel must be entered.
Note:
In ELMS, there is no alternate title feature when using an item ID. HRIF and non curriculum outservice training must be entered as "Non-Item" , so that the actual title from the SF-182 can be entered.
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Scheduling is used to add a scheduled offering, edit the segments of the instance, and enroll learners.
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Instructors are added to the segment tab of a scheduled offering.
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All training events must be scheduled on ELMS at least six weeks before the start date, with the exception of out-service training and self instruction.
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The Learning and Education staff will determine whether default class hours are accurate.
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All training events must be scheduled at training facilities that are fully accessible to all participants.
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A scheduled offering is a time-based item or activity that has been placed on the training calendar and made available for learner registration.
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Mandatory fields for scheduled offerings are:
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Item Type
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Item ID
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Segment Start Date
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Segment Start Time
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Time Zone
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Domain
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Contact
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E-mail
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Phone
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The global setting to allow self-registration in scheduled offerings will be turned ON in ELMS.
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Each business unit will determine if a scheduled offering will allow self-registration and what form of managerial notification is needed. To permit self-registration in the scheduled offering, the administrator must activate the appropriate features.
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Instructor costs are captured in the scheduled offering Cost Calculation tab using the Cost Name IT and the two-digit fiscal year designation such as IT06. Enter whole dollars; costs are entered if the owner of the scheduled offering is paying. One amount is entered — if there are 2 or more instructors, add all the costs together and enter the total.
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There are four registration statuses:
Status Meaning Enrolled Learner is enrolled in the scheduled offering Pending Learner is awaiting managerial approval to be enrolled Waitlisted Learner is awaiting an available slot in the scheduled offering Cancelled Learner has been removed from the scheduled offering. If learners have a registration status of "waitlisted " and there are no vacancies, they will remain in the Registration tab as 'waitlisted' along with the enrolled learners.
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When adding a new scheduled offering, ELMS puts the scheduled offering in the same catalog that the item is in.
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ELMS will calculate the length of the scheduled offering based on the segment information found in the Delivery Data tab of the selected item. If no segments were defined when the item was created, the system will default to one segment.
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Learners cannot view a scheduled offering if the item is not in a catalog.
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Instructors are not registered in a scheduled offering. They receive credit in their instructor history when they are reserved in the segment(s) of the scheduled offering
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The scheduled offering ID is system-generated.
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Mandatory fields for an activity are the same as the ones listed in 4.3.6.2 for an item.
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Scheduling an activity is used to reserve instructors for a specific period of time so the instructors will not be available in another scheduled offering. An activity is not training; administrators cannot record a learning event for an activity.
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When an activity such as "Instructor Prep-Reserve Space/Instructor " is scheduled, the instructors will be enrolled just as learners are enrolled in a scheduled offering of an item. Enrolling the instructor allows the ELMS administrator to send a notification as a reminder to the instructor and to the instructor’s manager identifying the dates and time for instructor preparation.
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This functionality deals with resources such as charge backs for providing training. The programming behind this functionality affects nothing in ELMS that the IRS uses at the present time.
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This wizard allows you to cancel a scheduled offering and generate notifications of the cancellation to all enrolled learners, supervisors of enrolled learners and instructors assigned to teach the scheduled offering.
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Canceled scheduled offerings do not appear in any catalog and must be made inactive.
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Group instances may be used to link several scheduled offerings together, for example a Phase I and Phase II for a new hire Revenue Agent class.
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This wizard enables you to create scheduled offerings for all of the time-based items of a curriculum at one time.
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Learning is the part of ELMS where items and curricula are managed.
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Mandatory fields for a curriculum include:
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Curriculum ID
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Title
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Creation Date
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Domain
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Curriculum Type
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Description
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Information on the Items tab
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Every IRS position will have a curriculum in ELMS. If a learning event is part of a curriculum, it must be tracked in ELMS.
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The business unit will determine the appropriateness of tracking learning events beyond those events identified by the required curriculum. These might include developmental activities such as briefings or readings.
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A curriculum is added by an administrator (BUADMIN) or Training Program Manager (TPM), who has the workflow "Add Curriculum" .
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A curriculum will be assigned to an individual curriculum domain which also includes Leadership. All business units will be able to use any available curricula; however, the domain governs who can update a curriculum.
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Curriculum input requires entry in the curriculum type (basic, advanced, etc) and description. Curriculum description should include, at a minimum, the subject areas of items in the curriculum.
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Curriculum domain owners are responsible to review and update their curricula annually.
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The curriculum identification structure is Job Series (4 digits)-Business Unit Number (two digits)-sequential number 000 through 999. Job series is based on the classification series assigned, e.g. 0512 for Revenue Agents.
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Curriculum numbers are assigned by the curriculum domain owner. The administrator who enters the curriculum must search to determine the next number. For example; "0512-60" and "Starts With" will result in a view of all curricula records that start with 0512-60. This will show what the next number should be.
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Cross-functional curricula such as COTR or Instructor Training will be identified by XF-10 and the next sequential number.
Curriculum Type Numbering Additional Information Curriculum -Business Unit 4 digit series and number assigned from the allotment below, for example; 0512-50-0 & 0592-20-999 The number series assignment is based on the TIMIS organizational segmentation code. Each series has the potential to contain 1,000 curricula. APP 89-000 thru 89-999 AWSS 15-000 thru 15-999 CAL 22-000 thru 22-999 CHC 88-000 thru 88-999 MITS 35-000 thru 35-999 LMSB 60-000 thru 60-999 NCI 23-000 thru 23-999 NHQ 11-000 thru 11-999 SBSE Campus 50-000 thru 50-999 51-000 thru 51-999 TAS 20-000 thru 20-999 TEGE 30-000 thru 30-999 W&I Campus 40-000 thru 40-999 41-000 thru 41-999 Curriculum -Cross Functional Start with XF and a number from cross functional allotment, for example; XF-10-1 10-1 thru 10-999 Examples of Cross Functional curricula would be: Equal Employment Opportunity, Classroom Instructor Training (CIT), COTR, Secretarial. The owner of the items is a specific business unit, but the curriculum can be assigned/used by any business unit. Curriculum -Leadership Start with LDR and a number from Leadership allotment, for example; LDR-00-1 00-1 thru 00-999 Leadership curriculum number series are to be used only by administrators with Leadership domain restrictions. -
When building curricula, business units will investigate courses that address similar training objectives. They will give collateral credit for equivalent items within their curriculum and, when appropriate, from other business units. Equivalent items will be cross referenced in the training catalogs, e.g., CIT Course (CITC), number 15382, and the former ACES 9928, Basic Instructor Training course (BITC).
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Mandatory fields for items are:
Tab Fields Item Summary Item Type
Item ID (Auto Generated)
Revision Date
Title
Classification
Source ID
Domain ID
Method ID
Assign. Type ID
DescriptionSubject Areas
Subject AreaDesign Data Approved By
Audience
Contact’s E-mail
Default Initial NumberDelivery Data Length (note: segments must be entered to total the length)
Prep Time (on-line training should be 0 hours)Prerequisite (if applicable)
Item Type
Item IDOnline Settings (if applicable) Note: These are usually activated by the E-learning Development and Support Department (EDSD) Content Team Item is online
Mark item complete when all objects are complete
Days from launch to expiration
Online Completion Status
AICC Max-NormalCatalogs Note:
Add an item to a catalog when the item needs to be visible to learners.
Catalog ID Custom Fields Level 1 Evaluation
Level 2 Evaluation
Level 3 Evaluation
Level 4 Evaluation -
Three fields make an item unique, the item type, ID number and revision date.
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Item types in ELMS are:
Item Type Description Briefing Briefing, such as the annual mandatory briefings CPE Continuing Professional Education Course A course, regardless of the delivery method DEV CRS Course Development DEV EMP Developmental assignment for an employee JobAid Something designed to help employees accomplish tasks OJT On-the-job training assignment Reading Required reading T-T-T Train-the-trainer course Test Mastery assessment or examination Workshop Workshop -
Item ID numbers are system generated.
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When an item is revised, the administrator is given the option to make a new revision date, time, and revision number. The revision adds a new item due to the three unique fields.
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Course developers creating new learning must add an item to ELMS early in the learning process.
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Once an item is placed in a catalog, it is viewable by anyone with access to that catalog. Course developers should not place their item in a catalog until it is ready to be delivered.
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The subject areas that are currently in use are:
ACCNT Accounting (Tax Related) ADMIN Admin (Analyst/Clerical/Staff Asst. etc) AUDIT Auditing & Examination BMF Business Master File (Processing, Accounts, Adjustments) COLLECT Collection (ACS, AUR, RO) CS Customer Service (Call Sites) DATMGT Data Resource Management DSKTP Desk Top Application (Computer End User) FLDASST Field Assistance (Walk In) GNBUS General Business-All Other Not Specified HDW Computer Hardware HR Human Resources-Personnel, Education, ER/LR, Facilities Mgmt IMF Individual Master File (Processing, Accounts, Adjustments) LDRSHP Leadership All Levels LWENF Law Enforcement (GLYNCO) MMP Media & Publication OPSYS Operating Systems PROG Programming PROJMGT Project Management SEC Security SYSADM Systems Administration SYSDD System Design & Development SYSMGT Management of MITS Systems TELCM Telecommunications TXLAW Tax Law TXPED Taxpayer Education (SPEC, TEC) -
Previously, courses were reviewed on a fiscal year basis at the beginning of the yearly training plan process. In ELMS, items must be reviewed on a more frequent basis in order to keep the learners’ catalog of items current. At a minimum, items must be reviewed annually.
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When items are no longer needed, they must be marked as inactive and removed from all catalogs.
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On the item Design Data tab, a value entered into the Default Retraining Number field indicates how frequently (in days, weeks, months quarters or years) a learner must be retrained on this item. If a Default Retraining Number is entered in an item, then it defaults to Basis Date when that item is used in a curriculum.
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All new content will be developed to meet the requirements of the e-learning standards and the architecture currently hosted by MITS Web Services. Content will eventually be hosted by GoLearn.
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Newly developed on-line content will be set up in a staging instance of ELMS so that the content owner can review and approve it. Once the content is approved and deployed in the production instance of ELMS, content owners are encouraged to review the item again.
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Business units are responsible for recording completions of content hosted outside the e-learning architecture.
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Legacy content from the interim LMS was migrated to ELMS or made obsolete. The content owner is responsible for their content’s interface with ELMS.
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Any online content libraries that are purchased such as SkillSoft, or MicroMash must be standards-based, developed in either SCORM (Shareable Content Object Reference Model) or AICC (Aviation Industry CBT Committee).
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Any new e-learning content must be purchased via the GoLearn IDIQ (Indefinite Delivery, Indefinite Quantity) contract.
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Additionally, such content must be launchable through ELMS and require no external database to communicate with ELMS.
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Any new learning method or newly-purchased content library is required to go through the content intake process, testing 10% of all the content.
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If program managers choose to keep commercially purchased content in ELMS that is no longer supported by the vendor, the program manager is responsible for any issues or problems encountered by that content.
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A limited number of Karta licenses have been purchased for use by employees whose job responsibilities include information technology security. Administrators will be provided a list of employees who should receive the training and will assign a curriculum based on their job duties. The items will not be available through a catalog.
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This functionality is not being used in ELMS.
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Mandatory fields for online content packages are:
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Content Package ID
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Title
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Domain
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Content packages are groups of content objects.
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Content packages are created when using the SCORM manifest import assistant, but may also be created manually on an exception basis by administrators with appropriate permissions.
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Packages are linked to items to create on-line learning launched from the catalog or a learner’s learning plan.
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This functionality was used in Release 1.1 and is only used by SB/SE.
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This functionality was used in Release 1.1 and is only used by SB/SE.
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Mandatory fields for content objects are:
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Content Object ID
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Title
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Domain
Note:
Launch method for the content object must be edited.
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A content object for an on-line item contains a link to an external file or application that launches content for training or learning purposes.
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Content objects are created when using the AICC import assistant, but may also be created manually by administrators with appropriate permissions.
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This option allows administrators to view account codes used in tracking training costs and the items in the various catalogs.
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Account codes are designated for each fiscal year. The account codes are:
Code Meaning DBS Development Books and Supplies BS Books/Supplies DTR Developmental Travel TR Training Travel TU Training Tuition CS Contracts and Services DCS Development Contracts and Services P Training Printing
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The last two digits of the fiscal year are added to the account code. For example, for fiscal year 2006 Books and Supplies, the code is BS06, Developmental Travel is DTR06, etc.
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Catalogs on the administrator interface show the catalogs available in the IRS and allows administrators to view the items that are included in each catalog.
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Changes to the catalog are done in item records (adding an item, making an item inactive, removing an item from the catalog, etc.)
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Resources are assets that can be assigned and reserved in a segment within a scheduled offering.
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These options are not being used in the IRS at the present time.
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The Training Room Information Management System (TRIMS) is the system of record for reserving space. The "location" field in segments of scheduled offering will not be used.
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Mandatory fields for instructors are:
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Instructor ID
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Last Name
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First Name
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Middle Initial
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Domain (must add to business unit domain)
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E-mail Address
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The Instructor ID is a system-generated number that will have the prefix INST, it is NOT the instructor’s Social Security Number.
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The ACES instructor records that migrated to ELMS have the system-generated INST ID. Programming also placed the INST ID in that learner’s record in the Instructor ID field in the Custom Column Tab.
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When a new instructor is added in ELMS, the administrator must edit the learner custom column Instructor ID and enter the system-generated INST ID number.
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For instructor-led training, item hours will include only classroom time. They will not include travel time.
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Notifications are messages sent to learners, instructors, managers, and other contacts. They contain e-mail addresses for the sender and receiver, as well as the subject and message.
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ELMS has two types of notifications:
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Automatic Processes Modules are system generated and perform certain housekeeping and notification processes. Examples include Learning Expiration Notification and Reset Online Item.
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Scheduled Offering Notifications are generated by administrators. ELMS uses these notifications to send messages to learners, instructors, contacts and managers to inform them of learning activities such as registrations or cancellations. There are six types: Cancellation, Registration, Unenrollment, Waitlist, Waitlist Removal, and Pending.
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The Outlook subject line will have ELMS and one of the notice names listed below. For example, "ELMS Registration Notification"
Notice Name How Generated When Generated Who Receives Conditions to generate Instance Delivery
—Registration Reminder
This notice has been turned offAutomatic Process runs nightly at 4:00am ET. 14 and 7 days prior to scheduled offering start date. (2 times) Learners enrolled and their supervisor Start date is within the 14 and 7 day span of current system date Learning Expiration
This notice has been turned offAutomatic Process runs nightly at 6:00pm ET. 14 and 7 days prior to "Required Date" in learner’s learning plan and every 7 days after "Required Date" has passed until item is removed or completed (until completed) Learners and their supervisor Item in a learner’s learning plan with "Required Date" 14 and 7 day span of current system date or every 7 days past the required date until removed or completed Cancelled Scheduled Offering Notification ELMS Administrators At the time the Scheduled Offering is cancelled, if the e-mail notification boxes are checked (1 time) Learner, learner’s supervisor, instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Finish" using the Cancel Schedule Assistant Registration Notification ELMS Administrators At the time the learner’s registration status is ‘enrolled’ and the E-mail notification boxes are checked (1 time) Learner, learner’s supervisor, instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Apply Changes" Cancellation Notification ELMS Administrators At the time the learner’s registration status is edited to "Cancelled" , if the E-mail notification boxes are checked (1 time) Learner, learner’s supervisor, instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Apply Changes" Waitlist Registration Notification ELMS Administrators At the time the learner’s registration status is edited to "Waitlisted" , if the E-mail notification boxes are checked (1 time) Learner, learner’s supervisor, instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Apply Changes" Waitlist Removal Notification ELMS Administrators At the time the learner’s registration status is edited from "Waitlisted" to "Enrolled" or " Cancelled" if the E-mail notification boxes are checked (1 time) Learner, learner’s supervisor, instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Apply Changes" Unenrollment Notification ELMS Administrators At the time the learner’s registration is removed from the scheduled offering regardless of registration status. (1 time) Learner, learner’s supervisor, Instructor and contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Apply Changes" Pending Registration Notification Learner self enrolls in a Scheduled offering that has " Self Registration" and "Pending Manager Approval" boxes checked At the time the learner selects the "Enroll" link for the scheduled offering in Catalog. (1 time) Learner’s supervisor Scheduled offering is Self Enrolled Pending Manager Approval and start date is in the future Scheduled Offering Notification ELMS Administrator using Scheduled offering Notification assistant in Tools Anytime by ELMS Administrator Learner, learner’s supervisor, instructor and Contacts if all e-mail boxes are checked E-mail notification check boxes are checked when administrator selects "Finish" -
When canceling a scheduled offering with the canceled link in the Summary tab, all learners registered will receive the Cancellation Notification regardless of the registration status.
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Notifications may be edited in the item record if the information applies to all scheduled offerings. The start and end dates, segment, and location information, which are unique to the scheduled offering, must be edited in the scheduled offering record.
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The following labels have been added to the Notification Templates:
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Funding Codes
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Class Start Date & Time
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Class End Date & Time
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Class Location
This data must be updated in the scheduled offering so that the learner/instructor/ supervisor will know the actual start and end dates and times, the class location, and the appropriate funding codes.
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ELMS has a number of standard reports on the administrative interface. Additional custom reports are being programmed.
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Large reports must be scheduled to run in the background. The hours available for scheduling large reports are 12:01 a.m. to 6:00 a.m. Eastern Standard/Daylight Time Monday through Friday and all day Sunday. Background jobs cannot be scheduled to run at any time on Saturday.
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Tools are the result of specific workflows that are added to various ELMS roles. Not all administrators will see all the options listed here.
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Change Password is used by administrators to change their administrator password. Changing a password here has no affect on the administrator’s learner account.
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The Required Dates Assistant is used to edit the required dates for one or more learners' curricula or item learning needs.
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Scheduled Offering Notification Assistant is used to send notifications to learners, supervisors, instructors, or other contacts.
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The Registration Assistant can be used to register learners and to reserve slots in a scheduled offering.
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IRS uses the Kirkpatrick evaluation model which has four levels: Level 1, Reaction; Level 2, Achievement; Level 3, Performance; and Level 4, Organizational Results.
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The Custom Fields tab for each item in ELMS contains 4 fields for entering information concerning the various levels of evaluation.
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Information on the four evaluation levels that was in ACES migrated to ELMS. All new items added to ELMS must have these fields completed with either Required or Optional.
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Each e-learning course available through ELMS will offer the learner an opportunity to take a Level 1 evaluation.
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Data on evaluations is available on the ITEMS web site, http://ems-items.info/
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PTG, the ITEMS vendor, receives a weekly data extract from ELMS at the close of business each Thursday. PTG uploads the ELMS data the next day (Friday).
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The extract from scheduled offerings will contain the data from three fields: item ID, scheduled offering ID, and domain ID (item owner). Data in the public domain is rejected. Because ITEMS will receive this information weekly, scheduled offerings must be added in ELMS ahead of time in order for evaluations to be accepted and processed. The IRS policy remains that courses are to be added in ELMS six weeks in advance of delivery.
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Data from ELMS is used for a variety of decision making and reporting purposes. Therefore, it is essential that data input business rules be strictly enforced. Additionally, random checks are needed on input to identify input problems or erroneous data. Education Directors support this initiative and will provide resources to timely update or correct identified data problems.
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At least quarterly, the ELMS Staff will issue non-compliance reports for key data tables. These reports will identify where required data is missing. Business units will have 15 workdays to update and correct the data
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The ELMS Staff will run a series of queries of data input to identify erroneous data. For example, where travel cost input is over $5,000 and class is one day in length. Another example might be when scheduled offering exists with a class start date of 04/26/1900. The ELMS Staff will do a cursory analysis of the data and then provide these reports periodically, but at least quarterly, to the business units tlywho will have 15 work days to update and correct the data.