Learning Module

In the fast-paced world, it’s important to nurture employee skills. As an HRMS software provider, we give a robust Learning Module designed to revolutionize employee learning and development. That makes your organization fast and responsive to new technologies in the market.

Here is a guide that walks you through all the features that you can use to make an effective learning and development program with the help of Pocket HRMS.

The Pocket HRMS cloud offers an intuitive user interface that makes it easy to navigate and utilize various features to personalize your learning and development program. If you want to create training for your employees you can do that with ease in our revolutionary learning module as described below.

For that, you need to log into the cloud portal and select the ‘Settings’ menu from the righthand sidebar. That will take you to the ‘Settings’ page where you need to click on the ‘Learning’ tab from the top bar.

Pre-requisite

For a goal-driven learning program, you need to use your admin cloud credential so you can do the following configurations first,

1. Learning Type

2. Trainer Details

3. Learning Location

Start by selecting ‘Learning Type’ from the sidebar.

Here you will see the existing ‘Learning Type List’. The module has an intuitive design and gives you multiple options to make it seamless for you to access information to empower decision-making.

Handy Search Field

The 'Search' field is a feature that allows HR to quickly find the learning type configured in the system saving a lot of time. The swift search also helps you to decide quickly if you need to create a new learning.

Quick Access to Details

The ’Learning Type List’ of all the available makes it easier for you to understand the present configuration in the system. In addition to that you can click on the ‘View’ icon and a pop-up window will show a list of trainings available under a particular learning type. That makes it very convenient to access the details without jumping to another page.

Easy Edits

You can click on the ‘Edit Icon’ to rename any training type easily. The quick renaming feature allows you to personalize the name according to recent developments. For example, you want to change the learning type name to make it relevant to the training included in the type or make it simpler to understand.

Remove Clutter

The 'Delete' option provides you the flexibility to remove outdated or irrelevant training types from the system. This makes it easy to ensure that the learning module remains up-to-date and clutter-free, offering only recent and valuable content.

Now, we know how you can use the ‘Learning Type’ page, let’s get to creating these learning types by following the steps described below.

Define ‘Learning Type’

If you want to create a new learning type in the system, click on the ‘Add More’ and insert the name you want for it. As the businesses grow so do the training needs and organizations need to stay updated with newer skills and technology. The learning module allows you to add newer learning types as and when the need arises.

This allows flexibility to personalize training types according to your company’s unique needs. This also makes it simpler for you to categorize training according to various formats, contents, target audience or department.

Trainer Details

For that click on the ‘Trainer Details’ from the sidebar and that will take you to the Trainer Details page. Access to a trainer list makes it easy to allocate trainers for various learning programs. Here you can ‘Edit’ the details for existing trainers and ‘Delete’ the ones not relevant or associated with the company anymore.

Click on the ‘+’ button to add the new trainer and you will get the ‘Trainer Info’ pop-up screen.

Enter the ‘Employee Code’ of whom you want to add as a trainer and the system will auto-fetch their ‘Department’ info saving you time and avoiding errors.

Fill in the ‘Skills’ and details of all expertise they are ‘Certified In’ and click on the ‘Save’ button. And you can see the trainer you just added on the ‘Trainer Details’ page.

Note: If you want to clear all the data you just entered use the ‘Clear’ button to erase it.

Adding this crucial information makes it easier to access the same in future so you can assign appropriate trainers for future learning programs.

Create Training Location

Training location details are important if you are conducting physical training to keep everyone involved well-informed. Click on the ‘Training Location’ menu from the left-hand side menu bar.

That will take you to the ‘Learning Location’ page here you can see the existing locations in the system. The ability to view and manage existing learning locations allows you to allocate training resources more effectively. You can choose appropriate locations based on factors such as proximity to employees, facilities available, and training requirements.

Keep it Relevant

Quick Corrections with the ‘Edit’ icon allow you to ensure that employees receive accurate information. If there are duplicate or outdated learning locations in the system, you can remove them by simply clicking on the ‘Delete’ icon to prevent confusion and ensure that only accurate and relevant information is available in the system.

As your company evolves, there might be changes in office locations, training facilities, or available venues. Being able to add new ones to the existing learning locations allows you to keep the system up-to-date and reflective of your company's current situation.

If you want to add a new location click on the ‘+’ button making it simple to accommodate the expansion of training facilities.

Enter the name of the place in the ‘Location’ field and ‘Address’ field and click on the ‘Save’ button. That ensures that when you add a new location, you also add crucial information, which will help employees reach the venue.

Adding Learning Program

Click on the ‘Learning Program Details’ menu from the left-hand sidebar.

Under the ‘Training’ you will see existing learning programs. You can edit or delete them by clicking on the respective icons according to requirements. Allowing you to easily add relevant information and keep it updated. It also makes it easier to keep everything organized.

Click on the ‘+’ to add a new learning program and you will get the pop-up ‘Create Learning program’ screen, you need to fill in the required details to configure a new learning program.

The steps to create a new learning program are categorized into three steps,

1. Learning Details

2. Configuration

3. Reference Material

So, let’s Start with the ‘Learning Details’ tab.

Learning Details

The system will automatically generate the ‘Learning Code’ that ensures that each learning program has a unique identification and avoids human error that might occur while manually assigning learning codes. It makes it easier to find specific learning programs and removes confusion.

While the system generates the learning code, you retain the ability to input meaningful ‘Learning Name’. That allows you to personalize it according to the specific roles, departments, or objectives. The name also helps to make it user-friendly.

From the ‘Learning Type’ drop-down menu you can select the various learning types you have configured in the system.

Next you get to select the ‘Learning Mode’ from the drop-down menu.

• If you select ‘Offline’ you won’t get an option to set the ‘Learning Platform’ as the training is supposed to be conducted in the physical environment.

• If you select ‘Online”, you don’t get the option to set the ‘Location’ and ‘Seat Count’ as those details are specific to the physical training and are not relevant to online learning.

Add the ‘Description’ explaining what the learning program is about.

‘Online’ training mode for learning programs, is often more cost-effective compared to traditional in-person training. It eliminates the need for travel, accommodation, and physical training materials, saving both time and money.

You can choose the ‘Learning Platform’ platform integrated with the system from the drop-down according to the needs of the learning program. Having the ability to choose an integrated learning platform enables you to deliver training content to employees more efficiently. That also gives uniform experience for various locations.

Click on the ‘Generate’ and you will get a link generated in the ‘Default Link’ field for the learning program.

From the ‘Duration’ drop-down you get to select ‘Day’ or ‘Hours’ and enter the number of days or hours in the adjacent field.

Similarly, select ‘INR’ or ‘USD’ from the ‘Training Cost’ drop-down and enter the value in the respective field.

In the next field, you can select ‘Start Date’ for the learning program whereas present day and future dates can be selected to start the learning program. That makes it easier to select the valid dates for the learning program.

The system will automatically calculate the ‘End Date’ based on the start date and the duration eliminates the need for manual calculations, reducing the chances of errors in determining when a learning activity will conclude.

If there are changes to the start date or duration of a learning activity, the system can instantly adjust the end date, providing accurate information in real-time it enhances the user experience by simplifying the process.

If you have selected ‘Offline’ for the ‘Training Mode’, you need to enter the ‘Seat Count’ and also select one of the ‘Location’ from the drop-down.

When you set training modes as 'Offline' you indicate that the training will be conducted in person at a physical location. You get options to enter the 'Seat Count' allowing you to specify the number of attendees or participants. This aids in preventing overbooking or underutilization of training spaces.

A dropdown list of predefined 'Locations' simplifies the process of selecting suitable venues for training sessions. Employees attending training sessions receive clear instructions about the training venue reducing confusion and ensuring smooth participation.

Assigning a 'Learning Head' for each training activity clarifies who is responsible for overseeing and managing that specific training. This ensures accountability and effective coordination of training initiatives.

It also allows you to align specific individuals with training programs that match their expertise. Employees can also reach out to the learning head for personalized guidance or assistance related to the training.

You can provide your employees ‘Certificate’ by simply checking the respective box and the system will generate it for employees. Certificates signify successful completion of training, giving employees tangible proof of their newly acquired skills and knowledge.

This contributes to a sense of accomplishment and shows that you recognize employees' efforts and achievements. This can motivate them to actively engage in training and take their development seriously.

A carefully ‘Select Banner Image’ to convey the essence of the training content. You can ‘Choose File’ from your computer for it. The image can help in giving employees an idea of what to expect.

Using standardized banner images across various training programs fosters consistency in your training materials. Click on the ‘Eye’ icon to view a preview of the banner image so you can assess how it will appear to employees before finalizing your selection. Simply click on the ‘Save’ button to save the changes you made.

B) Configuration

Now you can move to the ‘Configuration’ tab.

Personalize Notifications

You can select the ‘Notification’ tab to personalize it.

Turn on the toggle switch for the ‘Email’ so the system will send reminders to employees before the start date as well as after the completion of the learning program.

Under ‘Reminder Settings’ you can further customize the reminders.

Enter the value for the number of reminders to be sent, & the value for how many days before the start date you want to send these reminder emails in the respective boxes.

Similarly,

Enter the value for the number of feedback survey reminders to be sent, & the value for how many days after the learning completion you want to send these reminder emails in the respective boxes.

Now simply click on the ‘Save’ button to automate emails for your learning program.

Set Multiple Levels

Now we can move to the ‘Level’ tab. Here you can create up to three levels with the help of the ‘Add and configure a learning level’ feature.

Under the level tab, you can add up to three levels with ‘Level Type’ as ‘Quiz’ or ‘Sessions’ and configure it for the learning program.

If you select a ‘Level Type’ as ‘Quiz’

Fill in the ‘Level Name’ and ‘Minimum Passing Score %’ for this level in the learning program.

You also get to choose whether you want to ‘Display Grade’ by turning on the respective toggle button.

If you choose to Display Grades you need to describe the percentage range for respective grades.

For example, if you enter 80-100 in the field A, those who score in the range will be graded as A. Similarly, if you define grade F as 0-35, then those employees who score within the range will see their grade as F.

From the ‘Reference Material’ drop-down menu you can select the type of learning.

Only the type of material you select here will be visible at the level.

For example, if you select ‘Files’ at Level 1 and ‘Images’ at Level 2, employees will only see the reference material you upload as files for Level 1 and won’t be able to see the Images.

In the next section, you get options to choose what happens ‘On Completion’ of the learning program. You can choose whether you want to ‘Display Results’, ‘Hide Answer’ or ‘Allow Employee to re-attempt’ simply by checking the respective box.

You also get to set a personalized ‘Passing Message’ that an employee will get if they pass the level.

There is also an option to set the ‘Failed Message’ to let the employee know that they failed.

Now Click on the ‘Save’ button to store the configurations.

Let’s move to Level 2

Add another level in the learning program by simply clicking the ‘Add and configure a learning level’.

Consider that you want to select ‘Level Type’ as ‘Session’.

Enter the ‘Level Name’

Select the ‘Reference Material’ from the drop-down.

To make it more user-friendly you can decide if you want to ‘Show level after completion of prior level.’ That will help to keep various learning levels segregated. This can ensure that employees move to the next level only after the completion of a level in the previous one and follow the sequence.

Here again, you can choose ‘On Completion’ you want to ‘Allow Employee to re-attempt’

You can also add ’Level 3’ as a quiz or session and the ‘Save’ settings according to your requirements. Tabs will be created for the levels you just created in the top bar.

You can click on the learning level tab from the top bar to make the changes in individual level.

Here you can add the ‘Instructions’ and select the ’Quiz Date’. You also need to enter a number for ‘Total Que’ as well as ‘Total Marks’. You also get options to choose whether you want to ‘Shuffle Que’ and ‘Shuffle Ans’ in the quiz.

You can add ‘Question’ for the quiz in the section below, along with other details such as ‘Weightage’, ‘Marks’, ‘Options’ and ‘Correct Answer’. In addition to that you get to delete the questions when needed.

Let’s move to ‘Reference Material’ for the training program.

Here you can upload reference material or paste the URL in the field provided for content such as video and audio.

The system also allows you to enter the Document for reference material.

It’s also easy to upload images in the system for reference material.

Moving to Certificate Details

Select a certificate from the ‘Template’ drop-down

Once you select the template you can see the preview and also can edit the same according to the unique requirements of your learning program.

Enter the ‘Title’

Name of the ‘Learning Program’

Select ‘Start Date’ and ‘End Date’

From the ‘Signature’ drop-down you can select ‘Text’ or ‘Image’

Click on the ‘Save’ button once you have made all the changes and you can click on the ‘Download’ button to download it.

Assign Learning

The next is to Assign the learning for that click on the ‘Assign Learning Program’ from the sidebar and that will take you to the assign learning page.

Here you can select ‘Learning Type’ and ‘Learning Name’ from the drop-down, making it easier to select the right learning program. Enter the ‘Employee Code’ for whom you want to assign the training and click on the ‘Assign’ button.

On the same screen, you can see a list of various ‘Learnings Names’ assigned along with ‘Employee Codes’ and ‘Employee Names’. Making it very convenient for you to grasp crucial details on various learnings assigned in the company along with the ‘Assign Date’.

Request Learning

The learning module allows you to request learning on behalf of the employee from the cloud portal by using the ‘Request Learning’ tab. Similarly, employee can request leaning if that is not in the existing learning programs and also give the name and short explaining what exactly they seek and need.

Detailed Report

Most organizations have multiple trainings and it might take time to find a specific learning assignment you are looking for. You can simply use the ‘Search’ where you can search for an employee or the learning you are looking for with ease. You can also filter this learning data by selecting the ‘Start Date’ and the ‘End Date’ seamlessly.

Select ‘Training Management Detailed’ from the left-hand sidebar.

That will take you to the ‘Report Training Management Detailed’ page where you can get reports on various learnings.

Here you can simply enter the specifications for which you want the report and download it in the form of an Excel sheet or in PDF format.

Valuable Feedback

Feedback is an important ingredient that helps in constant improvement and encourages quick action. Pocket HRMS helps you to gauge the effectivity of the training programs. The trainer can rate the give their feedback and ratings to the employees and similarly employees get to provide their ratings and feedback for the employees completing the loop.

Feedback from both sides helps you to paint the complete picture and makes it easier to detect the areas improvement. Enabling you for quicker and better informed decisions.