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Authorizations: Create, View and Revoke

Convergence Training Support
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Article Links Introduction | Create Authorization: Activity | Create Authorization: Qualifications | Create Authorization: Requirements | View Authorizations | Revoke Authorizations |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to authorize training.
Qualifications and Training Programs are the same feature in the LMS. Qualification is the term used in the Enterprise LMS. Training Program is the term used in the MSHA LMS. This article will refer to Qualifications and Training Programs as Qualifications.

 

INTRODUCTION

The LMS provides three methods to share training content when Master Administrators want to share (or selectively share) their training content with other LMS Administrators whose access is limited to a specific organizational unit within the LMS.

A Training Authorization is one of three ways to share training content between administrators.  It allows a Master LMS Administrator to selectively authorize activities and qualifications with other LMS Administrators in your company that do not share the same organization level access. This method works best when you want to present a uniform, company-wide training program by providing your administrators with the ability to assign the training content only.

The LMS Administrator who has been provided the training authorization will NOT be able to edit or delete the authorized activity or qualification. Refer to the Share Training Content between Organization Units article to learn about all the methods to share training content so you can determine if this is the best method to use for your company.

In order to access the Training Authorizations and Manage Training Authorizations menu items, you must have a Master Security Role access.

A Master Administrator can authorize any of the following:

  • Activities
  • Qualifications
  • Requirements

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CREATE A TRAINING AUTHORIZATION: ACTIVITY

Follow these steps to create a training authorization for one or more activities:

  1. Click the Administration tab at the top of the screen.
  2. Click the Authorizations link, then Authorize Training on the left menu bar.
  3. Click the Select button to the right of the Choose the Training field.
    1. Select Activity from the Look for drop down list.
    2. Select the desired activities from the list of available records.
    3. Click the right arrow to move the activities to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  4. Click the Select button to the right of the Choose the locations where the training can be viewed field.
    1. Select the desired Organization Unit from the Look for drop down list.
    2. Select the desired unit(s) from the list of available records.
    3. Click the right arrow to move the unit(s) to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  5. Click the Save button.
  6. Click the Close button after the Training Authorization Created confirmation appears.
  7. The activity can be assigned, added to a requirement/subject, and given credit for completing it. The activity cannot be edited or deleted.

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CREATE A TRAINING AUTHORIZATION: QUALIFICATION

Follow these steps to create a training authorization for one or more qualifications:
Note: Qualifications and Training Programs are the same feature in the LMS.   For purposes of this article, when the term qualification is used it means either qualification or training program. 

  1. Click the Administration tab at the top of the screen.
  2. Click the Authorizations link, then Authorize Training on the left menu bar.
  3. Click the Select button to the right of the Choose the Training field.
    1. Select Qualification from the Look for drop down list.
    2. Select the desired qualification(s) from the list of available records.
    3. Click the right arrow to move the qualification(s) to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  4. Click the Select button to the right of the Choose the locations where the training can be viewed field.
    1. Select the desired Organization Unit from the Look for drop down list.
    2. Select the desired unit(s) from the list of available records.
    3. Click the right arrow to move the unit(s) to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  5. Click the Save button.
  6. Click the Close button after the Training Authorization Created confirmation appears.
  7. See the notes on qualification's below for more information on authorized qualifications.

Notes on Qualifications

  • When a qualification is copied, it brings all the requirements and activities with it.
  • The qualification can be assigned by the receiving administrator. The requirements and activities within the qualification cannot be modified or deleted by the receiving administrator.
  • The qualification can be modified and changed by the issuing administrator. If changes are made to the qualification by the issuing administrator, the authorized qualification will automatically be updated to reflect the change. For example, a new activity is added to one of the requirements or a new requirement is added to the qualification.

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CREATE A TRAINING AUTHORIZATION: REQUIREMENTS

Follow these steps to create a training authorization for one or more requirements:
Note: Requirements are a subset of a Qualification and Subjects are a subset of Training Programs.  For purposes of this article, when the term requirements is used it means either requirements or subjects.  

  1. Click the Administration tab at the top of the screen.
  2. Click the Authorizations link, then Authorize Training on the left menu bar.
  3. Click the Select button to the right of the Choose the Training field.
    1. Select Requirement from the Look for drop down list.
    2. Select the desired requirement(s) from the list of available records.
    3. Click the right arrow to move the requirement(s) to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  4. Click the Select button to the right of the Choose the locations where the training can be viewed field.
    1. Select the desired organization unit from the Look for drop down list.
    2. Select the desired unit(s) from the list of available records.
    3. Click the right arrow to move the unit(s) to the Selected Records table.
    4. Click the Select button to complete your selection and return to the Create Training Authorization screen.
  5. Click the Save button.
  6. Click the Close button after the Training Authorization Created confirmation appears.
  7. See the notes on requirements below for more information on authorized requirements.

Notes on Requirements

  • When a requirement is copied, it brings all the activities with it.
  • The requirement can be added to new qualifications by the receiving administrator. The activities within the qualification cannot be modified or deleted by the receiving administrator.
  • The requirement can be modified by the issuing administrator. If changes are made to the requirement, the authorized requirement will automatically be updated to reflect the change. For example, a new activity is added or and existing activity is removed.

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VIEW A TRAINING AUTHORIZATION

Follow these steps to view an existing training authorization:

  1. Click the Administration tab at the top of the screen.
  2. Click the Authorizations link, then Authorizations on the left menu bar.
  3. Perform the following functions to locate an authorization:
    1. Search and locate the desired authorization following the directions provided in the Using Search article OR
    2. Click the Group by button to organize the authorizations on the screen by Training, Authorized Location or Authorized From.

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REVOKE A TRAINING AUTHORIZATION

Follow these steps to revoke an existing training authorization:
Note: Revoking a training authorization should be rarely done as it affects all the assignments that the activity was associated with and the Administrator can no longer run reports on the activity as it's no longer present on their pick lists.

  1. Click the Administration tab at the top of the screen.
  2. Click the Authorizations link, then Authorizations on the left menu bar.
  3. Search and locate the desired authorization following the directions provided in the Using Search article.
  4. Click the Revoke button to the right of the desired item.
  5. Click the Yes button on the Confirm Delete screen.
  6. Click the OK button on the Delete confirmation screen.
    Note: Revoking a training authorization does not delete any completion records for activities completed by the user.

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