IMI-U Knowledge Portal

User Manual

May 2014










IMI-U Knowledge Portal User Manual 1

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CONTENTS

1. Introduction 2
1.1. Purpose of this User Manual 2
1.2. Disclaimer 2

2. The Knowledge Portal 2
2.1. About the System 2
2.2. Minimum System Requirements 2
2.3. System Modules 3
2.4. Account Permissions 3
2.4.1. System Administrator 3
2.4.2. Content Administrator 3
2.4.3. User 4
2.5. Logging in 4
2.5.1. Logging in for the first time 4
2.6. Navigation 5
2.7. Logging out 6
2.8. Common Controls 6
2.9. Filling out Forms 6
2.9.1. Required Fields 6
2.9.2. Text Boxes 6
2.9.3. Dropdown List Boxes 7
2.9.4. Date Picker 7
2.9.5. People Picker 7
2.9.6. File Upload 8
2.10. Managing Lists 9
2.10.1. Adding an item 9
2.10.2. Editing an item 9
2.10.3. Deleting an item 9

3. My Profile 9
3.1. View Profile 9
3.2. Edit Profile 10
3.3. Change Password 10

4. Managing User Accounts 11
4.1. Overview 11
4.2. Employee Masterlist 12
4.2.1. Add employee 12
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4.2.2. Bulk Upload 12

5. Enrollment 12
5.1. Training Calendar 12
5.1.1. Add training 13
5.1.2. View training 14
































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1. INTRODUCTION

1.1. Purpose of this User Manual
This User Manual provides instructional support and guidance to members of IMI
Learning & Development Department who will manage and administer the IMI-U
Knowledge Portal (hereinafter the Knowledge Portal or the System).
The manual focuses on access, navigation, use and management of the System.
This manual does not cover manual update of the database, as well as
modification of the program codes used to develop the System.
1.2. Disclaimer
The guidance in this document is correct as at the date of publication. Some
features may be added or modified throughout the ongoing development, testing
and maintenance period of the System.

2. THE KNOWLEDGE PORTAL

2.1. About the System

The Knowledge Portal is a web-based application which manages training-
related matters of IMI employees.

2.2. Minimum System Requirements

The Knowledge Portal may be accessed using the following Internet browsers:
Internet Explorer (version 8 and later)
Google Chrome
Mozilla Firefox
Apple Safari
Opera

The Knowledge Portal allows date to be imported and exported as spreadsheets
documents. Spreadsheet applications such as Microsoft Excel may be used to
open these documents.

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2.3. System Modules

The System is divided by six main modules:
Enrollment
Examination
Evaluation
Computer-Based Training
Training Module Development
Competency Profiling
Additional tabs, namely Records and Settings, are available to administrators.
2.4. Account Permissions

There are three different types of account permissions:
System Administrator
Content Administrator
User

2.4.1. System Administrator
System Administrators have full control and full administrative rights.
System Account is the default System Administrator account.
The Settings tab can only be accessed by System Administrators.
System Administrators are responsible for adding, modifying and
removing user accounts, as well as assigning administrative or special
user roles to these accounts.
System Administrators are responsible for creating Content Administrators
with various levels of access.
System Administrators are responsible for adding and maintaining training
courses, publishing of the training schedules, plotting of system holidays
and posting of announcements.

2.4.2. Content Administrator
Content Administrators have administrative access to one or more
modules.
Content Administrators have access to the Records tab, but the type of
records they can generate are only dependent on their permission level.

2.4.3. User
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Users can view their own profile, change password, and read site
announcements.
Users can view all plotted training schedules on the training calendar, and
can enroll to open courses.
Users will have the ability to view their enrollment history and cancel their
enrollments as long as it has not yet been approved by their approvers.

2.5. Logging in

To login, enter your employee number (this will serve as the username) and your
account password. If this is your first time to login, your default password is the
same as your username.



2.5.1. Logging in for the first time

Upon logging in for the first time, you will be forced to reset your
password. You will be asked to enter your default password, and then
your new password.
Enter username
and password, and
click the button.
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After successfully logging in, the user will be redirected to the homepage.

2.6. Navigation

The navigation tab can be found on the header of the Knowledge Portal pages. It
contains all available modules that the user can access.



The list of modules that will appear on the Navigation tab will depend on the
users permission level. For default users, only the Homepage, Enrollment, and
Computer-Based Training tabs are available. Administrators and users with
special roles can access other modules.

To easily go back to the homepage, you can click the IMI logo at the upper-left
part of the page.


Enter old password
and new password,
and click the button.
Click the tab to
display available
modules.
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*
2.7. Logging out

To log out of the System, simply click the Logout button on the upper-right corner
of the page.



2.8. Common Controls

Throughout the website, you will encounter common controls that are often
represented by icons.


Add Edit Delete Go back Upload Print


Info Warning Search

2.9. Filling out Forms

There are several things to remember when filling out forms:

2.9.1. Required Fields

Required fields are those fields that should be filled out when filling out a
form. You will know that it is a required field when it is marked with .

2.9.2. Text Boxes

Some fields requiring text are only limited to a number of characters only.
You will know that it has a maximum character limit when the textbox
stops receiving character inputs. For these cases, please revise your text
to fit the limit.
Click the button
to logout.
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2.9.3. Dropdown List Boxes

Some fields require you to select an entry from a drop-down list box. If the
question is relevant but a suitable entry is not available, please choose the
entry Other...and enter your answer on the textbox that will appear.

2.9.4. Date Picker

Whenever a date field is being input, a Date Picker is already been
provided to help the users.





2.9.5. People Picker

People Picker fields are represented by at the right side of the
textbox. Click the icon to launch the People Picker window.

Click on the textbox to
launch the Date Picker.
Choose the desired date
or click the textbox again
to close the calendar.
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Enter the name or employee number of the person you want to search.
The list of matches will appear.

Click on the name of the person that you would like to select. It will turn
colored once selected. Click the Submit button.




2.9.6. File Upload

Images or data files can be uploaded through the File Upload field. Click
Choose File and browse the file you would like to upload.





Click the Submit
button to finish
search.
Click to browse file
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2.10. Managing Lists

2.10.1. Adding an item

To add an item to the list, simply click the add button labeled as
Add new and you will be redirected to the add item page.

Fill out all the required fields in the form and click the Submit button to
save the new item.

2.10.2. Editing an item

To edit an item, click the icon.

Fill out all the fields that you would like to change and click the Submit
button to save your modifications.

2.10.3. Deleting an item

To delete an item, click the icon. A prompt will appear confirming if
you would like to permanently delete the item. Click OK to delete.

3. MY PROFILE

3.1. View Profile

To view your profile, go to homepage and click View Profile under the My Profile
panel. You can also click on your name at the upper-right part of the page to
achieve the same results.

Click link to
view profile
Click link to
view profile
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3.2. Edit Profile

This profile is only available for the System Account. Go to your profile and click
the Edit profile button.

Only the account name and email are editable in this page. Fill out the new value
for the fields you would like to modify and click Submit.

3.3. Change Password

To change your password, go to Homepage and click Change Password under
the My Profile panel.

You will be asked for your current password to be able to enter a new one. To
save changes, click Submit.


4. MANAGING USER ACCOUNTS

4.1. Overview

These functions are available only to System Administrators. To start managing
user accounts, click on the navigation tab and click System Settings.
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4.2. Employee Masterlist

Employee Masterlist contains the name and information of all IMI employees.

4.2.1. Add Employee

To add employee, click Add new employee on the header bar. Fill out
all required fields.

For the department field, choose the name of the department on the
dropdown list. If the desired department name does not exist, click
Other and enter the department name on the textbox that will appear.

To save changes, click Submit.

4.2.2. Bulk Upload

To add multiple number of employees at a time, it is recommended to use
Bulk Upload. On the Employee Masterlist, click Bulk Upload button.

Using this feature, you can import data on spreadsheet documents (.xls
and .xlsx format). Download the provided sample template and follow the
layout of the fields. Browse and upload the accomplished file using the
File Upload control. The system will read each row in the data file and add
it to the masterlist.

If an existing employee record already exists, the record will be updated
with the newly entered information.

5. ENROLLMENT

5.1. Training Calendar

All trainings added by the System Administrator are plotted daily on the Training
Calendar. This can be viewed by all users.



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5.1.1. Add training

To add training, click on the button on the upper-right corner of the
date you prefer. You will be redirected on the next page.



If training has multiple days, select the number of days on the Total
Days dropdown list. Choose the date of each training day using the date
picker controls.

If training has multiple facilitators, separate the names of each facilitator
with a semicolon. This is important to properly generate training reports.

If you would like to show this training on the calendar and become
viewable to all users, tick the checkbox Show in calendar. If you want to
hide it from other users, untick the checkbox.

Fill out all required fields and click Submit to add new training.

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5.1.2. View Training

To view details of a specific training, click on the training title on the
calendar.




Click title to
view training.