10/03/2017

Standard Operating Procedure

Learning Central Administration: Bulk Roster Entry

Prepared For:
Halliburton HR Employee Service Center

Classified - Use Current Classification

Contents

Procedure Overview: Learning Central – Bulk Roster Entry.....................3

Procedure: Learning Central Administration – Bulk Roster Entry............5
Activity 1: HR Employee Service Center rep. receives the roster..........................5
Activity 2: HR Employee Service Center Rep. accesses the Learning Center......5
Activity 3: HR Employee Service Center Rep. creates the offering.......................6
Activity 4: HR Employee Service Center Rep. enters the learners on
the offering..........................................................................................................15
Activity 4: HR Employee Service Center Rep. grants credit to the learners........17
Activity 5: HR Employee Service Center Rep. will close the offering...................18
Activity 6: HR Employee Service Center Rep. will close the HRcentral case......19
Revision History...........................................................................................23
Document Approval and Sign-Off........................................................................23

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Procedure Overview: Learning Central – Bulk
Roster Entry
Key Word Search

Halliburton HR Employee Service Center may search for the following key words and
categories described within this procedure:
 Bulk Roster
 Roster Entry
Procedure Overview
 The HR ESC will assist the Learning Central team with roster entry when the trainers are not able
to enter the learners and grant credit.

Legal & Regulatory Considerations

Legal and Regulatory considerations should be reviewed for each country before and during the
execution of this process.

Inputs to conducting this procedure

The following key inputs will be used in executing this procedure.
Item Type Source Explanation
Roster Electronic E-mail A roster will be sent to HR ESC
thru a functional mailbox -
FHalHRcLC@halliburton.com

Outputs of this procedure

The following key outputs will be generated once this procedure is executed.
Item Type Source Explanation
Offering Electronic LC

Definitions
The following are abbreviations frequently used in the description of this procedure:’
1.

Assumptions and Tools

The following assumptions are made and are considered essential to success in performing the
procedure and for fulfillment of obligations to the company:
1.

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Process Flow

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Procedure: Learning Central Administration –
Bulk Roster Entry

Activity 1: HR Employee Service Center rep. receives the

roster.
Task 1 HR ESC Rep. will review the appropriate general inquiry queue to locate
any new roster requests.
1. Rep will accept the SR and then move to “My service requests” to review the
attachments.
a. Once the HR ESC Rep. receives the roster, the rep will review the roster to
ensure all the required information is there.
i. Review the roster for completeness. The following fields should be
listed:
1. Course Name & Course ID
2. Start & End date
3. Course Hours and Duration (Example 8am-12pm/4hours)
4. Instructor signature
5. A User ID for each attendant

ii. Each SR should only contain 1 roster. After reviewing the

attachments for completeness, if there is more than 1 roster the
service request will be closed and an e-mail should be sent to the
requester letting them know they need to send each roster in an
individual e-mail. Any corrections needed to the attached rosters
should also be communicated to the requestor at this time.
1. E-mail templates are found on HRcentral under “ESC LMS
E-mail Templates”

Activity 2: HR Employee Service Center Rep. accesses the

Learning Center
Task 1 The HR ESC Rep. will log into Learning Center by navigating to HIREs.
1. Rep will access their Admin Role inside of Learning Center

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 a. The HR ESC rep will navigate to HIRES, by typing HIRES into their internet
explorer browser bar.
b. Once inside of HIRES, click on “Learning Central”

i.
c. Click the drop down and select “Admin Center”

i.
d. Select “Learning” and then “Learning Administration”

i.

Activity 3: HR Employee Service Center Rep. creates the

offering.
Task 1 HR Employee Service Center Rep creates the offering.
1. Select “Learning”

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 a.

2. Under “Items” search by the Item ID or Item Title

a.
3. Click on the item title with the appropriate delivery method:
a.

4. If grades are provided, check the ILT Passing Score and compare to the submitted
roster to check if everyone has passed.
a.

b. Note if anyone did not pass the course for when you enter the grades later.

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 5. The course information should load. Click on “View All” to review and compare the
information to your roster

a.
b. The length in hours should match
i. . If hours do not match, return to HRcentral and change the status on
the Service Request to Pending Change. Then, email the sumbitter
of the roster to ask them to confirm if the hours provided are correct.
If sumbitter confirms hours provided are correct, email Learning
Central to ask if roster can still be entered.

ii.
c. If it matches close the full details screen and click on “Schedule” under
Actions
i.

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 6. Complete the following fields to schedule an offering for this course using the
information on the roster provided.
a. Enter the HRcentral SR # in the Description box
b. Uncheck “Publish in all associated catalogs”
c. Start Date
d. Start Time – Must Add AM or PM
e. Time zone – Leave as Central Standard Time
f. Primary Instructor

i. Search for this by clicking on the icon

ii. Then select the search tab and search by Last Name & First Name

1.
iii. Click “select” on appropriate instructor ID

1.
iv. Uncheck “Notify Instructor”

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 g.
7. Click “Save”
8. Select “Yes” on warning pop up
9. Note the offering ID
a.

b. Enter it into the top of the roster received along with the SR# and Date you
are entering the roster into Learning Central.

i.

c. Add a comment on the HRcentral SR noting the offering ID

d. Add the SR# and the completed on Date on the left hand side of the roster.
e. Save your roster as a local file on your computer.
i. Use the naming convention: Roster [OFFERING ID]

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 1. I.e. Roster 29023
Task 2 Edit the Offering to ensure that approvals are not required.

1. Click the drop down next to “Approval Process”

a. Select the blank space

i.
2. Now select the drop down next to “Approval Required” and change it to “No”

3.
4. Click “Save”
Task 3 Edit the Segments to ensure the information on the roster is accounted for.

1. Location – Should always be entered

a. Double click on the green segment
b. Click on the dropdown arrow next to plus sign by “Resources” and select
“Add Location”

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 i.
c. Click on the search tab and enter your criteria based on the information
provided on your roster.

i.
d. Check the box next to the most appropriate selection and click “Add.”

i.
e. The location will now be listed under “Resources”

i.
ii. Click Save
iii. Note: If location cannot be found, send email to Learning Central.

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 2. Change the times of the class if the end time does not match what was provided on
the roster.
3. Add Additional Segments (if needed). If course was held over multiple days and the
segments do not automatically populate in Learning Central, you will need to add in
the segments individually.
a. Click on the plus sign next to “Segments”

i.
b. Enter the information for Start Date, End Date, Start Time, and End Time.

i.
c. Click “Save And Close” at the bottom of the new segment. Repeat until all
segments are entered.

i.
d. Alternatively, you can double click onto the appropriate date for the next
class segment and it will prepopulate the date and time. So, you would just
adjust it to match the information from your roster. Repeat until all segments
are entered.

i.

ii.
e. Return to your first segment where the location and instructor are listed and
then click “Apply to All Segments.”

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 i.
f. Another screen will pop up. Check the boxes for “Locations” and
“Instructors.” Then, click “Save and Close.”

i.
g. Now, all segments should reflect the instructor and location information.
4. Add Additional Trainers (if needed)
a. Select the Segment
b. Click the “Green Plus” icon and then select “Add Instructor”
c. Select the checkbox for the corresponding instructor you wish to add.
d. Select the “Add” button
e. Once you see the instructors listed you can select the primary instructor
depending on the requirements.
f. Click “Save and Close”
g. Do not assign Facility to the Offering. Just click “Continue” on message when
you receive it.
Task 4 Modify the offering to ensure notifications will not be sent.
1. Under “Registration” click “Settings”

a.
2. Uncheck all boxes and click “Save”

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 a.

Activity 4: HR Employee Service Center Rep. enters the

learners on the offering.
Task 1 Add the attendees off of the roster as enrolled learners on the offering.

1. Click on drop down next to the icon and select “Add Users”

a.
2. If user ID doesn’t appear as a selection criteria:
i. Select “Add/Remove Criteria.” Check the boxes next to user ID

ii.
iii. Check the boxes to add: Last Name, First Name, User ID, User
Status, & Employee ID
3. Enter the User ID of the learner and click the “search” button
a. If unable to locate by user ID try searching by one of the below:
i. Employee ID
ii. Last name, first name
b. Check the “Both” radio button next to “User Status”
c. Click Search

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4. Confirm the employee pulled up matches the one on the roster and check the “add”
box to the right.

a.
5. Click “Add”

a.
****Note: If any of the check boxes next to “E-mail confirmations for”
are checked, exit the screen and return to the settings screen to change
the notification settings. (See Activity 3, Task 4)

6. The users will now be listed under “Enrolled in Scheduled Offering Registration”
a. When an admin directly registers a user into a scheduled offering the
approval process and any pre-requisites will be overridden.
b. If a user needs to be removed:
i. Hover over the users name and click on the “Remove User” button
7. Repeat steps 1-5 until all learners from the roster have been entered.
8. Alternatively, you can use the Keyword Search to enter multiple User IDs:

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 a.
b. Enter User IDs provided on roster separated by a comma and space:

i.
c. Click “Search” to pull up employee names and then confirm against
submitted roster that all the names match. If they do, proceed with enrolling
them in the Offering by checking the “Add” box.

i.
d. Then, click “Add.”

i.
9. The users will now be listed under “Enrolled in Scheduled Offering Registration”

Activity 4: HR Employee Service Center Rep. grants credit

to the learners.
Task 1 Record learning for the offer attendees
1. Click “Record Learning” under “Actions”

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 2. Click “next”

a. Review “selected users” to ensure you do not need to add or remove

anyone.
3. On Step 5 record passing or failing for the learners
a. If all learners passed select “Passed-ILT (Passed) – for Credit” from the drop
down and select “Apply”

i.
b. If there are grades enter those individually for each learner.
c. Click “Next”
4. Do not record or change anything in Step 6. Click “Next.”
5. Review Step 7 and ensure all information is correct.
a. Highlight and copy the following information:

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 i.
b. Paste this information in your HRcentral SR as a comment:

i.
c. Click “Finish” in Learning Central
d. There will be a couple pop-ups after you do this. Click OK when it tells
you that it may take a few minutes, then click the “x” at the top of the
screen when it tells you the learning has been successfully recorded.

Activity 5: HR Employee Service Center Rep. will close the

offering
Task 1 Close the offering.
1. Under “Actions” click “Close the Scheduled Offering”
a.

2. The closing date will be the last day of class listed on the roster

a.

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 b. Click “Next”
3. Step 2 do not change anything. Click”Next.”
4. Step 3, click “Finish.”

a.

Activity 6: HR Employee Service Center Rep. will close the

HRcentral case.

Task 1 Notify the contact that the roster is complete.

1. Inside HRcentral locate the comment you entered with the offering details. Highlight
and copy (CRTL+C) this information.

a.
2. Locate and click “Reply” on the original e-mail sent to the functional.

a.
3. Click “Select Template”
a. Select “ESC LMS E-mail Templates” for the folder & click the “ESC: LMS
Roster Support – Successful Entry” e-mail template.

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 i.
4. Make sure the “From” field shows the HRcentral functional mailbox for Learning
Central

a.
5. Paste in the information from the comment.

a.
6. Attach the updated roster & click “send”

a.
b. If you get an error that your subject is too long, shorten the subject title. It
automatically pulls in the name of the submitted roster.

Task 2 Close the HRcentral Service Request

1. Copy the offering information from the service request comment.

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 a.
2. Click “Close Service Request”

a.
3. Select “Closed/Completed” as your status & paste the SR comments in the
“Resolution Details”

a.
4. Click “Save”

IMPORTANT:

End of Procedure

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Revision History

Rev.
No. Date Description of Revision(s) Name Approved By

Document Approval and Sign-Off

CAUTION
Any edits or revisions to this document require authorization from the persons specified below, prior
to distribution or use.

Name Role Initials for Sign-Off

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