HR Learning Management

SUPPLEMENTAL REFERENCE DOCUMENTS

The following Navigations, Procedure documents and corresponding Flow Charts have
been compiled as an additional resource to the MIDAS Training Guides. In addition, we
have included the Learning and Development Request and Application for Tuition and
Book Education Allowance Program forms.

Ownership

The MIDAS HR/Payroll Team is responsible for ensuring that these documents are necessary and that
they reflect actual practice. Direct all questions for clarification to the MIDAS HR/Payroll Help Desk
at PSCMIDAS-MHD@psc.gov.sk.ca or by calling 798-0000.

Typographic Conventions in Oracle Application Navigation Paths

The following documents use simplified navigation paths, such as the following example, to direct you
through Oracle Applications.
(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve
This simplified path translates to the following:
1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.
2. (M) From the Menu, select Query then Find.
3. (B) Click the Approve button.

Notations
(N) = Navigator (M) = Menu
(T) = Tab (B) = Button
(I) = Icon (H) = Hyperlink
(ST) = Sub Tab

Table of Contents
Learning Navigation Documents....…..………………………………………………………………... 2
Learning Procedure Documents.....……...…………………………………………………………….. 56
Learning Flow Charts….....………………………………...…..…………………………………….... 77
Learning Development form
Tuition and Book Allowance

1
Learning Navigation Documents

Navigation Referenced Procedures Page

NAVLM001 Tuition and Book [PROLM001]
3
Tuition and Book Entry
NAVLM002 Membership [PROLM002]
Membership Entry Schools & Colleges Attended [NAVLM027] 6

NAVLM003 Recording Additional Learning [PROLM003]

8
Additional Learning Entry
NAVLM005 Create Offerings Classes and Sessions [PROLM004]
11
Creating a Scheduled Class
NAVLM006 Managing Classes and Enrollments [PROLM005]
16
Learner Access
NAVLM007 Create Offerings Classes and Sessions [PROLM004]
20
Creating Sessions
NAVLM009 Recording Additional Learning [PROLM003]
23
Viewing a Training History
NAVLM010 Tuition and Book Entry [PROLM001]
25
Recording Receipts and Marks
NAVLM011 Managing Classes and Enrollments [PROLM005]
27
Deleting a Scheduled Class
NAVLM012 Licenses [PROLM006]
28
License Entry
NAVLM014 Managing Classes and Enrollments [PROLM005]
30
Mass Update Enrollment
NAVLM015 Managing Classes and Enrollments [PROLM005]
33
Change Class Status to Completed
NAVLM016 Managing Classes and Enrollments [PROLM005]
34
Change Enrollment Status
NAVLM017 Procedure Title [PROLM005]
Change Enrollment Information 36

NAVLM018 Managing Classes and Enrollments [PROLM005]

38
Change Class Information
NAVLM019 Managing Classes and Enrolments [PROLM005]
Deleting an Enrollment 41

NAVLM020 Creating and Maintaining Customer Organizations [PROLM009]

Enter a New Customer Entering Enrollments into a Scheduled Class [NAVLM008] 44
Maintaining Existing Customer Information [NAVLM021]
NAVLM021 Creating and Maintaining Customer Organizations [PROLM009]
Maintaining Existing Customer 46
Information
NAVLM027 Tuition and Book [PROLM001]
53
Schools And Colleges Attended

2
 NAVLM 001

Tuition and Book Entry

Distribution
Learning Administrator

Related Procedures
Tuition and Book [PROLM001]
N > Memberships, Tuition & Licenses > Find Person
Qualifications

1. If the employee already has a qualification (Membership, Tuition or License) record it will be
displayed.

• Select the New Record icon (green +) only if a qualification record already exists.

2. Click on the drop down menu in the Type field and select Tuition & Book and click OK.

3. Enter or select the Start Date of the course.

4. Enter course title in the Title field

5. Enter or select the End Date of the course.

3
6. Enter the status in the Status field or select from the list of values

• Current would be selected if the employee is currently taking the course.

• Completed would be selected or status changed to once the course has been completed
successfully.

• Did Not Complete would be selected if the employee did not complete the course.

− Enter or choose Establishment from the list of values if applicable.

• Refer to Schools & Colleges Attended [NAVLM027] if the establishment is not in the list of
values

8. Enter comments if applicable.

9. Click on the DFF to display Additional Qualifications screen:

10. Click on the Assignment Number drop down list.

• If an employee has more than one assignment number choose the assignment number

11. Enter Percent Approved.

12. Enter Amount Authorized

13. Enter Amount Paid.

14. Enter Program Discipline from list of values

15. Enter Program Level from list of values

16. Indicate if the marks have been received by entering Yes or No in the Marks Received field.

4
 • If the Employee did not successfully complete the course, Marks Received field must
indicate yes.

17. Indicate if the receipts have been received by entering Yes or No in the Receipts Received field.

• If the Employee did not successfully complete the course, Receipts Received field must
indicate yes.

18. Click on OK and save your work.

• To enter additional records click on the Add New Record icon

End of activity.

5
 NAVLM 002

Membership Entry
Distribution
Learning Administrator

Related Procedures
Membership [PROLM002]
N > Memberships, Tuition & Licenses > Find Person
Qualifications

*If the employee already has a qualification (Membership, Tuition or License) record it will be
displayed.

If the membership is being renewed, goto task #1. Otherwise, goto task #2.

1. Select the New Record icon (green cross) only if a qualification record already exists.

Goto task #5

2. Click on the drop down list in the Type field, select Membership and click OK.

3. Enter or select the Start Date from calendar.

6
4. Enter name of membership in the Title field.

5. Enter or select End Date from the calendar.

6. Enter Status or select from the drop down list.

• Active would be selected if the employee currently has a membership and it is not expired.

• Expired would be selected if the employees membership is expired.

7. Enter comments if applicable.

8. Click on the DFF to display Additional Qualifications screen.

9. Click on the drop down list in the Assignment Number field.

• If an employee has more than one assignment number choose the correct assignment number

10. Enter Membership Fee.

11. Select Requirement Reason from list of values.

12. Click on OK and save your work.

• To enter additional records click on the Add New Record icon

End of activity.

7
 NAVLM 003

Additional Learning Entry

Distribution
Learning Administrator

Related Procedures
Recording Additional Learning [PROLM003]
N > Additional Learning > External Learning
External Learning

1. Select Organization from the drop down list in the Type field (defaults to Customer).

2. In the Learner field, enter the full name or partial name and press the tab key or choose from list of
values.

• The Organization will be populated with the employees current Organization.

3. Enter the name of the external learning in the Title field.

4. Enter the Completion Date or select the date from the calendar.

5. Enter the Supplier (name of company that the employee took the learning through) in the Supplier
field.

6. Enter the Location in which the learning took place (optional).

7. Enter or Select the equivalent course from the drop down list in the Course field.

8. Select the appropriate Training Type from the drop down list.
8
9. Enter the following fields if applicable:

• Duration – Units
− Example: Duration – 2, Units – Day)

• Status – select from the List of Values.

• Contact – (Optional) select from the List of Values if applicable.

− The contact list consists of people that are in the same organization as the employee the
learning is being recorded on (i.e. if the employee belongs to 033 HR Information
Systems, all employees that are from that same organization will be listed in the Contact drop
down list).

10. Click on the DFF to display Add’l Non OTA Training History Info screen:

11. Click on the list of values in the Assignment Number field.

• If the employee has more than one assignment number choose the assignment number

12. Enter Registration Fee if applicable.

13. Enter Other Costs if applicable.

• Examples of other costs: (travel, meals, accommodations, etc.)

14. Indicate if the learning is a Job Requirement by selecting N for No or Y for Yes.
• Job Requirement defaults to No.

15. Indicate if a Certificate was obtained by completing the learning by selecting N for No or Y for
Yes.

• Certificate defaults to No.

16. Enter the Certificate Renewal Date (if applicable) in DD-MMM-YYYY format.

9
17. Enter Comments if applicable.

18. Click on OK.

19. Save your work.

• To record another additional learning record for the same employee, position the cursor in the
Title field and click on the New Record icon (green +).

End of activity.

10
 NAVLM 005

Creating a Scheduled Class

Distribution
Learning Administrator

Related Procedures
Create Offerings Classes and Sessions [PROLM004]
Learning Catalog
Catalog

1. Expand Name of Category the class should fit into under GOVERNMENT OF
SASKATCHEWAN, and then expand the appropriate course.

2. Click on Offerings link under the specific Course.

3. Click on the Offering link you wish to create a class under.

• The Offering window will be displayed

4. Click on the Manage Classes button.

• The Classes window will be displayed

11
5. Click on the Create Class button.

• The Create Class window will be displayed

12
6. Enter class information:

• General:
− Title – enter class name using OLM Naming Structure Refer to Creating OLM Naming
Structure[INSLM001]
− Training Center – Choose from list of values. If not in list of values Refer to
Maintenance of Organization[PROHR016.doc]
− Location - is automatically updated with the Training Center address only if the
Training Center is internal
− Status – Only select Planned if you want to set up a class to see if there is enough
interest. Otherwise you would leave the status defaulted to Normal.

• Schedule:

− Start Date – Mandatory. Enter or select from Calendar

− Complete remaining fields as required.

• Administration:
− Owner: the person managing the class should be selected
− Sponsor: defaults to GOS Business Group
− Supplier:select the appropriate organization if you wish to secure the class to the
organization that the class manager belongs to.

• Enrollment:
− Enrollment Start Date: mandatory – defaults to the date the class was created, but may
be changed.
− Enrollment End Date: defaults to the class end date but may be changed
− Restricted: defaults to “Checked”. If the class should be restricted this field should be
checked. If it should not be restricted deselect the checkbox. Classes can be restricted to
job, position, organization or individual.
− Secure: select if there is a need to limit whom has access to make changes to this class.
If the Secure check box is selected, updating is restricted to anyone belonging to the
Sponsor Organization.
− Minimum Attendees: enter if there is a limit to the number of enrollments before the
class can take place.
− Maximum Attendees: enter if there is a limit to the number of students that can be
enrolled in the class.
− Maximum Internal Attendees: enter if there is a limit to the number of internal students
that can be enrolled in the class.

• Cost Information must be completed if applicable.

13
 • Pricing Information:
− Complete if there is an enrollment fee.
− Price Basis defaults to No Charge.

• Additional Information must be completed if applicable.

At present the additional information is unavailable in the learning Catalog. This will be
done through the standard application classes form.

7. Click on Apply button once you have entered all information.

• The Classes screen will be displayed, displaying the new class under the Class column.
8. Close the Catalog.
• You can close the catalog by clicking on the Catalog tab, or Catalog link or Close Window
link.

9. Enter additional class information through the standard class form.

N > Classes
Scheduled Class

10. Query for Class (using F11 to activate query mode and Ctrl to execute query)
• The class will be displayed in the Scheduled Class form

14
11. Click on the DFF.
• The Additional Class information (DFF) will open

12. Enter applicable information.

13. Click on OK.

14. Save your work.

15. Close window.

End of activity.

15
Learner Access
Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrollments [PROLM005]
N > Learning Catalog
Catalog

1. Expand appropriate Name of Category and then expand the appropriate Name of Course.
• Existing offering (s) will be nested under the course

2. Click on Classes link in the classes’ column of the appropriate offering.

• The Classes screen will be displayed.

3. Click on the appropriate Class link within the Class column.

• The Class screen will be displayed.

16
4. Click on the Learner Access link
• Learner Access link is on the menu at the top right corner of the window
• The Learner Access window will be displayed

5. Choose the appropriate selection from the Add Access By list of values.
• Add Access by defaults to Assignment:

17
6. Select Assignment to specify any combination of Organization, Job and Position.

7. Click on the Go button.

8. Enter Assignment information.

9. Select the Include child organizations checkbox if you wish to include the child organizations
below the parent organization.

10. Click on Apply.

11. Select Learner to specify individual Learner(s) if applicable.

12. Click on the Go button

18
13. Enter Learner information.

14. Click on Apply.

• A confirmation note will be displayed at the top of the Learner Access window

End of activity.

19
 NAVLM 007

Creating Sessions
Distribution
Learning Administrator

Related Procedures
Create Offerings Classes and Sessions [PROLM004]
N > Learning Catalog
Catalog

1. Expand appropriate Name of Category and then expand the appropriate Name of Course.
• Existing offering(s) will be nested under the course.

2. Click on Classes link in the Classes column of the appropriate offering.

• The Classes window will be displayed.

3. Click on the appropriate Class within the Class column.

• The Class window will be displayed.

20
4. Click on the appropriate Class link the session should fit into.

• The Class link is in the Class column

• The Classes window will be displayed

5. Click on the Sessions link.

• The Sessions window will appear.

6. Click on the Add button.

21
 • The Add Session screen will appear.

7. Enter the Session information.

• Session (name of session in session naming format)

• Training Center

• Location
− Training Center and Location defaults to the Class training center and location and can be
changed.

• Start Date (defaults to the start date of the class and can be changed).

• Start Time

• End Time.

8. Click on Apply button.

• A confirmation note will be displayed at the top of the Sessions window.

• The session will be displayed in the Session column.

End of activity.

22
 NAVLM 009

Viewing Training History

Distribution
Learning Administrator

Related Procedures
Recording Additional Learning [PROLM003]
GOS Learning Management
N > Additional Learning
External Learning

1. Select Organization from the Type list of values.

2. Enter the learner’s name (Last name, first name) in the Learner field and press the tab key.

• If the Employee already has a training record the training information will be populated with
the last training record that was entered.

23
3. Click on the Training History button to view the Employees training history.

4. Exit the Training History screen by clicking on the X at the top right corner of the Training History
window.

End of activity.

24
 NAVLM 010
Recording Receipts and Marks
Distribution
Learning Administrator

Related Procedures
Tuition and Book Entry [PROLM001]
N > Memberships, Tuition & Licenses > Find Person
Qualifications

Preamble
• Use this navigation instruction to record in MIDAS that the receipts and marks were received
once they have been submitted by the employee.

• You may need to use the Page Up and Page Down arrow keys to find the employees Tuition and
Book record if the record displays a License or Membership.

Descriptive
Flex Field
(DFF)

1. Click on Status list of values and choose Completed.

2. Click on DFF.
25
 • The Additional Qualifications Screen will be displayed:

3. Indicate receipts have been received in the Receipts Received field if applicable.

• Choose yes from the list of values or type Y and press the tab key.

4. Indicate marks have been received in the Marks Received field if applicable.

• Choose Yes from the list of values or type y and press the tab key

5. Click OK.

6. Save your work.

End of activity.

26
 NAVLM 011

Deleting a Scheduled Class

Distribution
Learning Administrator
Related Procedures
Managing Classes and Enrollments [PROLM005]

N > Learning Catalog

Catalog

1. Expand the appropriate Category name, expand the appropriate Course name and then click on
the Classes link within the specific Offering the class is under.
• The Classes screen will be displayed.

2. Locate the appropriate class and click on the Delete icon (trash can).
• A warning message will be displayed asking if you are sure you want to delete the class and
informing that this action permanently deletes the class from the data base.

3. Click on the Yes button.

• The Classes window will be displayed and the class will be deleted.
End of activity.

27
 NAVLM 012

License Entry
Distribution
Learning Administrator

Related Procedures
Licenses [PROLM006]
N > Memberships, Tuition and Licenses
Qualifications

1. In the “Type” field, select License and click on OK.

2. Enter information into the following fields:

• Start Date
• Title
• End Date
• Status

3. In the Comments field, enter any information applicable to that particular license.

28
4. In the License tab enter the following if applicable:
• License Number
• Restrictions

5. Select the DFF (“Additional Qualifications Details” screen) and enter the following information if
applicable:
• Assignment Number – Click on drop down list of values (if the employee has more
than one assignment an assignment list will be displayed to choose from)
• License Fee
• License Class #
• Endorsements

6. Click on OK.

7. Save your work.

• To enter additional records click on the Add New Record icon

End of activity.

29
 NAVLM 014

Mass Update Enrollment

Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrollments [PROLM005]
N > Enrollments
Enrollment Summary

1. Search for the class you wish to update.

All the learners for that particular class will be displayed in the Enrollment Details window

2. Click on the Mass Update button.

The Bulk Change screen will appear

3. Click on the Select All button in the Enrollment Summary window.

You may need to move the Bulk Change window to also see the Enrollment Summary window.

30
 The Change box beside each record will be checked

4. Deselect the Change check box for specific enrollments you do not want to update.

5. Enter enrollment status and/or completion results as required.

6. Click on the Bulk Change window.

7. Enter enrollment status and/or completion results as required:

Status – select the Status from the list of values.

Reason for Change - select Reason for Change from the list of values.

Class - select a new class from the list of values only if you want to roll the enrollments forward
into a new class.

31
 Successful Attendance - select Yes or No.

Failure Reason – select from the list of values if applicable.

Authorized – to authorize the change select the checkbox

Authorized By – is updated with the persons name that is entering the bulk change if Authorized is
selected

8. Click on OK.

End of activity.

32
 NAVLM 015

Change Class Status to Completed

Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrollments [PROLM005]
N > Learning Catalog
Catalog
Preamble
After changing the enrollment status from Enrolled to Attended, the class status must be changed
to Completed.
A completed class status prevents any further enrollments.

Once the class status is changed to completed, the Enrollment Status opens for entry where you
choose Cancelled.
Although this changes the enrollment status to cancelled, the students enrolled in the class will
maintain their status of Enrolled.

1. Expand appropriate Name of Category, expand the appropriate course name the class is under and
then click on the Classes link within the appropriate course/offering.
The Classes window will be displayed.

2. Click on the appropriate Class link within the Class column

3. Click on the Change Maximum Attendees or Class Status button.

4. Choose Change Class Status from the drop down list.

5. Select Completed from the list of values.

The Enrollment Status field opens for entry

6. Choose Cancelled from the list of values.

7. Click on Apply
A confirmation note will be displayed at the top of the window

8. Close window

End of activity.

33
 NAVLM 016

Change Enrollment Status

Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrollments [PROLM005]
N > Enrollments > Enrollment Summary
Enrollment Summary

1. Search for appropriate class

2. Place cursor in the Enrollment Status field of the correct record and click on the LOV

• The Booking Status Types window will be displayed

34
3. Choose the appropriate status and click on OK.

4. Save your work.

5. Close the Enrollment Summary window.

End of activity.

35
 NAVLM 017
Change Enrollment Information
Distribution
Learning Administrator

Related Procedures
Procedure Title [PROLM005]
N > Enrollments > Enrollment Summary
Enrollment Summary

1. Search for appropriate class

2. Place cursor in any field on the correct enrollment record and click on the Functions button.

The Booking Functions window will be displayed.

3. Choose Enrollment Detail from the list of values and click on OK.

The Enrollment Details window will be displayed.

36
4. Enter applicable changes.

5. Click on DFF.

The Add’l Delegate Booking Info window will be displayed.

6. Enter applicable additional information:

• Registration Fee
• Other Costs
• Job Requirement
• Certificate
• Certificate Renewable Date
• Comments

7. Click Ok.

8. Save your work.

End of Activity.

37
 NAVLM 018

Change Class Information

Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrollments [PROLM005]
Learning Catalog > Catalog
Catalog

1. Expand Name of Category under GOVERNMENT OF SASKATCHEWAN heading.

2. Expand the appropriate Course name

3. Click on the Classes link within the appropriate offering

The Classes window will be displayed

4. Click on the appropriate Class link in the class column.

The Class window will be displayed

5. Click on the Update button

The Class will open to allow data entry

38
39
6. Update fields as required

7. Click on Apply button

A confirmation note will appear at the top of the Classes screen

8. Close window.

End of activity.

40
 NAVLM 019

Deleting an Enrollment
Distribution
Learning Administrator

Related Procedures
Managing Classes and Enrolments [PROLM005]

N > Enrollments > Enrollment Summary

Enrollment Summary

1. Search for appropriate class.

2. Place cursor in any field on the appropriate enrollment record.

3. Click on the Delete (red X) icon on the tool bar.

• A Decision window will appear asking if you really want to delete this record

41
4. Click Yes.

5. Save your work.

6. Close the Enrollment Summary screen.

End of activity.

42
 NAVLM 020

Enter a New Customer

Distribution
Learning Administrator

Related Procedures
Creating and Maintaining Customer Organizations [PROLM009]
N > Customer Setup > Customer
Find/Enter Customers

Preamble
• Use this navigation instruction to add customers into Oracle Learning Management within the
MIDAS system.

• The Person Customer Type can be used if the learner is a new executive government
employee, but has not been entered into the MIDAS system as an employee yet. In order to
enroll the person into a scheduled class they must be entered as a customer or an employee.

• A search of the Customer should always be performed to ensure duplicate records are not
entered.

• If your search produces a potential match, the Match Results window will display all existing
customer accounts that match the search criteria.
43
 − For each customer record that matches your selection criteria, the Match Results screen
will display a line for the customer parent (party), and then lines for any associated
customer sites.
− The Match Results screen will not display address information for customer sites that do
not belong to your operating unit.
− Select the correct customer account from the list and choose OK.
(Hint: Select the line that includes the customer number).

• Customers that have been created by Finance should not be utilized by Oracle Learning
Management (OLM) users.

• All Learning Management customer names should end with (OLM) to help ensure Finance
customers are not used by Learning Management users.
− Example: Foster Parent Association (OLM).

1. Search for the customer to verify it does not already exist. Searching for an Organization is the
default. If you are searching for a person, select Person from the List of Values.

System
default

• Enter the customer name you wish to create in the Name Field.
− If you have selected Person you can enter the first and or last name.
• Click the Find button on the bottom of the window.

If the customer already exists, goto task #2. Otherwise, goto task #3.

2. Proceed with enrolling the student into appropriate class.

Refer to Entering Enrollments into a Scheduled Class [NAVLM008]

44
 To enter a new contact for an existing customer refer to:
Maintaining Existing Customer Information [NAVLM021]

3. Click on the New button when the Decision window appears.

• The Customers - Quick window will appear and you can begin entering the customer
information.
*Note: Numerous fields exist within the Customers – Quick window. This document will only
address the fields that will be used within the standard MIDAS configuration.
• If you leave the default Customer Type (Organization), the following fields appear within the
header:

• If you select Customer Type Person the following fields appear within the header:

45
 *Note: All Customer name and address information must be entered in UPPER CASE.

4. Enter the Customer Header information.

Customer Type: (Defaults to your previous selection).

− Choose from Organization or Person.

• Active: (Default Checkbox). This indicates that the customer account is active. If you wish to
deactivate an existing customer, deselect this checkbox. An inactivated customer can be
reactivated by selecting the checkbox and saving the change.

Name: The Customer name is carried forward form the Find/Enter Customer window.
− Remember to include (OLM) at the end of the name.
− If the customer account is for a person rather than an organization, information can
be entered in these fields:
− Prefix (Mr., Mrs. etc)
− First Name
− Middle Name
− Last Name (Make sure you add OLM to the end (i.e. Witham (OLM)).
− Suffix (Jr., Sr. etc)

• Alternate Name: If the customer account is for a person, enter the customer name in Last
Name, First Name format. This will allow for listings of customer accounts with the Customer
Type of ‘Person’ to be sorted by last name (i.e. Witham, Andree).

• Account Name: If the customer account is for an organization, enter the trade name associated
with customer’s legal name if applicable. If the customer account is for a person, leave this
field blank.

46
 • Tax Registration Num: (Optional) Enter the customer’s GST registration number.

• Taxpayer ID: (Optional) Enter the customer’s PST registration number.

5. Click on the Addresses tab to add the customer site information.

6. Click on the New button.

7. Enter the Address details. Country and at least one Address line is mandatory. All other fields are
optional.
• Country: (Defaults to Canada). If your customer site is located in another country, choose the
country from the list of values.
• Address: Enter the street address for this customer site. Four lines are available for this
information.
− If the customer account is for an Executive Government employee (Person Customer
Type) who has not been entered into the MIDAS system yet, only the mandatory
address field and the entity and organization name needs to be entered.
− Example: 033 PUBLIC SERVICE COMMISSION.
• City: Enter the city for this customer site.
• Postal Code: Enter the postal code for this customer site.
• Province: Enter the province for this customer site.
• Addressee: Enter an addressee for this customer site. This information will print below the
customer’s address on any information that will be printed and sent to the customer.
• Active: This checkbox is selected by default. This indicates that the customer site is active. If
you wish to deactivate an existing customer site, deselect this checkbox. An inactivated
customer site can be reactivated by selecting the checkbox and saving the change.

47
8. Click on the Bill To check box in Business Purposes tab if the customer is being charged.
− Example: a registration fee.

9. To enter Communication information, Click on the Communication tab.

System
default

10. Choose the Communication type from the list of values.

• There are two communication types available:
− Telecommunications (Default)
− E-mail/Web

11. Enter Telecommunications information if applicable.

• Country Code defaults to CANADA, or will be based on the Area Code entered.
• If you enter a Telephone Number you must select a type (Fax, Telephone, Mobile, Pager,
Telex, and Voice Mail).
• Primary: Select this checkbox if only one contact will exist for the customer site.
− If this checkbox is selected, Receivables will default contact information during
Customer Calls entry.
−

12. Enter E-mail/Web information if applicable.

• Click on the Communication Type LOV and choose E-mail/Web.
• If you enter an E-mail or URL you must select a type (E-mail, Web)
• The Primary checkbox would be selected if only one contact will exist for the customer site.
•

13. To enter a contact, Click on the Contacts tab.

48
14. Enter the Last and First names of the contact.

15. Enter the Title (Mr., Miss, Dr., etc) if applicable.

• Upon saving, the Contact Number and Reference Number fields will be populated by the
system.

16. Choose the Communication type from the list of values.

• Again, there are two communication types available:
− Telecommunications (Default)
− If you enter a Telephone Number you must select a type (Fax, Telephone,
Mobile, Pager, Telex, and Voice Mail).
− E-mail/Web
− If you enter an E-mail or URL you must select a type (E-mail, Web)

17. To enter another address for the same Customer Organization click on the New Record button,
repeat from Step #7 where applicable.

18. Save your work.

• Upon saving, the Site Number with in the header and the Format field within the E-mail/Web
communication type will be populated by the system.

19. Close Windows.

End of activity.

49
 NAVLM 021
Maintaining Existing Customer Information
Distribution
Learning Administrator

Related Procedures
Creating and Maintaining Customer Organizations [PROLM009]
N > Customer Setup > Customer
Find/Enter Customer

Choose the appropriate Customer Type from the list of values.

System
default

1. Enter the customer name (for organization) or first and or last name (for person) you wish to
update.

• OLM Users should only update customers created for Learning Management purposes.
Customers that have been created by Finance should not be updated

• Select the correct customer account from the list and choose OK. (Hint: select the line that
includes the customer number).

2. Click the find button.

50
 Customer
Parent Party

Associated
Customer Site

• The Match Results screen appears and will display a line for the Customer parent (Party),
and then lines for any associated customer sites for each customer record that matches your
selection criteria.

3. Position your cursor on the level (Parent or Associated site) you want to make the changes to and
click on the OK button.
• The Customers – Quick window opens and displays the existing information about the
customer. Choose the tab in which you want to enter new information. You can enter
customer site information by selecting a specific address and choosing Open.

51
4. Click on the Open button in the address tab to make address changes.

• The Customer Addresses window will appear.

− To make contact or communication changes the address must be opened.

5. Enter address changes if applicable and save your work.

6. Click on the Communication tab to enter communication changes if applicable.

7. Enter applicable Communication changes and save your work.

8. Click on the Contacts tab to enter contact changes if applicable.

52
9. Enter applicable Contact and Contact Communication changes.

• Save your work.

End of activity.

53
 NAVLM 027
Schools & Colleges Attended
Distribution
Learning Administrator

Related Procedures
Tuition and Book [PROLM001]
N > Schools & Colleges Attended > Find Person
Schools and Colleges Attended

Schools and Colleges (Doe, Jane Q)

*Notice the title bar at the top of the window. The person you are selecting the school or college for
is beside the name of the window.

*To enter an establishment for a tuition and book entry, you must first select a school or college that
the employee attended.
• If the school or college is not in the list of values contact the Work Structure Administrator.

1. Click on the list of values in the right hand side of the School or College field.
• The Find Establishment window will appear

2. Enter a partial value to limit the list or % to see all values and click on the Find button.
• A list of Establishments will be displayed

54
3. Choose the Establishment and click OK.

4. Save your work.

• The Establishment will be listed on the employees Schools and Colleges record and you will
be able to enter this establishment on the employees Tuition and Book record.

End of activity.

55
Learning Procedure Documents

# Procedure Page
001 Tuition and Books 57
002 Membership 60
003 Recording Additional Learning 62
004 Create Offerings, Delivery Modes, Classes and Sessions 65
005 Managing Classes and Enrollment 67
006 Licenses 69
007 Certificates 72
008 Create Categories and Courses 74
009 Creating and Maintaining Customer Organizations 76

56
 PROLM 001

Tuition and Book

Scope
This procedure covers the process to be followed when entering Tuition and Book information for
employees being reimbursed for post-secondary courses.
This procedure does not cover when an employee has obtained a certificate through unscheduled,
external learning or post-secondary institution and wishes to record the information in the MIDAS
system.
Refer to Certificates [PROLM007]
Refer to Recording Additional Learning [PROLM003]
Policy
• Human Resource Manual
• Financial Administration Manual
Responsibility
The employee is responsible for:
• Submitting course information, course receipts and marks to their Learning Management
Administrator.
• Providing the Learning Administrator with a cheque (payable to the Minister of Finance) if
they do not pass the course.
The Learning Administrator is responsible for:
• Ensuring that the Tuition and Book application form is fully completed.
• Entering Tuition and Book information in MIDAS.
• Recording in MIDAS that the receipts and marks have been received.
• Filing a copy of the marks and receipts.
• Notifying the employee that they are required to pay the department for their Tuition and Book
expenses if they did not pass.
• Forwarding the cheque to the Accounts Payable Clerk submitted from the employee.
The MIDAS System is responsible for sending an alert to the employee, with a copy to the Learning
Administrator and the employee’s Supervisor if the employee has not yet submitted their marks.
The Accounts Payable Clerk is responsible for entering invoices into MIDAS.
Distribution
Accounts Payable Clerk
Employee
Learning Administrator
MIDAS System

57
Activity Preface
This activity is performed whenever an employee requests reimbursement for the cost of tuition and/or
books related to a class from a post-secondary institution. Refer to the Tuition and Book
Reimbursement Form and the
Prior Activity
Tuition and Book Reimbursement has been approved.

Learning Administrator
1. Receive the approved Tuition and Book Request from the Supervisor.

2. Ensure that the Tuition and Book Request form is completed in its entirety (all signatures are on the
form, the percentage approved, the dollar amount entered, course start and end dates, etc.).

3. Enter Tuition and Book information on the employee’s personnel record in MIDAS.

• Each class should be entered as a separate record.

Refer to Tuition and Book Entry [NAVLM001]

• To select an Establishment the employee attended for the Tuition and Book it must first be
selected in the employees Schools and Colleges record

Refer to Schools & Colleges Attended [NAVLM027]

• If the course has already been completed, ensure that the Marks Received and Receipts
Received fields indicate Yes once they have been submitted by the employee.

If employee has not yet submitted their receipts, goto task #4. Otherwise, goto task #5.

MIDAS System
4. Send alert to employee with a copy to the Learning Administrator two weeks after the course start
date.

Learning Administrator
5. Record Financial Code on the Tuition and Book Request form.

6. Place a copy of the Tuition and Book Request form on the employee’s personnel file and forward
original Tuition and Book Request form to the Accounts Payable Clerk.

• Receipts should be attached to both copies of Tuition and Book Request form if available
(original receipts should be forwarded to Accounts Payable).

If receipts (application form) have been received, goto task #11. Otherwise, goto task #7.

58
 Accounts Payable Clerk
7. Enter a prepayment type invoice into MIDAS, using the appropriate Temporary Advance natural
account code to make the payment.

Refer to Prepayment (Advance) Recoveries [PRO8406Y].

MIDAS System
8. Send alert to employee with a copy to the Learning Administrator on the Course End Date.
If employee has not yet submitted their marks and/or receipts, goto task #9. Otherwise, goto task
#11.
9. Send second alert to employee with a copy to the Learning Administrator and employees
Supervisor 30 days after the Course End Date.
If employee has not yet submitted their marks and/or receipts, goto task #10. Otherwise, goto task
#11.
10. Send a third alert to employee with a copy to the Learning Administrator and employee’s
Supervisor 60 days after the Course End Date and then again every 30 days thereafter until the
employee submits both their marks and receipts.

Learning Administrator
11. Record in MIDAS that the receipts and marks were received once they have been submitted by the
employee.
Refer to Tuition and Book Entry [NAVLM001].
12. File a copy of the marks and receipts in the employee’s personnel file.
If the employee has passed the class, goto end of activity. Otherwise, goto task #13.
13. Advise employee that they are required to repay the department for the cost of their Tuition and
Book expenses.
• This payment is done through a personal cheque.
14. Advise Accounts Payable Clerk that the employee will be repaying their Tuition and Book
expenses.

Employee
15. Provide Learning Administrator with a cheque, payable to the Minister of Finance.

Learning Administrator
16. Forward the cheque to the Accounts Payable Clerk to handle the repayment.

17. Change the Amount Paid field on the Additional Qualification Details screen to display a zero
amount in the MIDAS system.

End of activity.

59
 PROLM 002
Membership
Scope
This procedure covers the process surrounding the administration of executive government employees
becoming a member of an organization or renewing an existing membership.
This procedure does not cover memberships or other completed learning in which a certificate was not
obtained.
Refer to Certificates [PROLM007]
Refer to Licenses [PROLM006]
Policy
• PS/GE Collective Bargaining Agreement
• Financial Administration Manual
Responsibility
The Supervisor is responsible for:
• Notifying the employee that their membership is due to expire if the employee does not have an
e-mail address.
The Learning Administrator is responsible for:
• Ensuring that the membership application form is completed.
• Entering employee memberships into MIDAS.
• Forwarding membership expense information to the Accounts Payable Clerk.
The Accounts Payable Clerk is responsible for coding and entering invoices into MIDAS.
The MIDAS System is responsible for notifying the employee via e-mail with a copy to the employee’s
Supervisor and the Learning Administrator that the membership is due to expire or expired.
Distribution
Accounts Payable Clerk
Learning Administrator
MIDAS System
Supervisor
Activity Preface
This activity is performed whenever an employee decides they want to become a member of an
organization or it is a requirement for their job to have a certain membership.
Prior Activity
The employee submits membership information and/or membership application.
If employee obtains membership at their own expense, goto task #3. Otherwise, goto task #1.

60
 Learning Administrator
1. Receive the membership application.
2. Ensure membership application form is completed in its entirety.
Example: the amount approved, start and end dates, etc.
3. Enter membership information pertaining to the employee in MIDAS.
Refer to Membership Entry [NAVLM002].
If employee’s membership was paid by their employer, goto task #4. Otherwise, goto end of
activity.
4. Record Financial Code on the invoice.
5. Forward membership information to Accounts Payable for payment (invoice and amount
authorized).

Accounts Payable Clerk

6. Enter information into MIDAS, using the appropriate account codes to make the payment.
If payment to be made to the association.
Refer to Entering Supplier Invoices [PRO1010Y].
If payment to be made to the employee.
Refer to Entering Employee/Member Expenses [PRO8406Y].

MIDAS System
7. Send alert to employee with a copy to the Learning Administrator 30 days prior to the membership
end date.

If employee does not have an e-mail address, goto task #8. Otherwise, goto task #9.

Supervisor
8. Notify the employee that their membership is due to expire.

MIDAS System
9. Send a second alert to the employee with a copy to the Learning Administrator on the date
that the membership expires.
Alerts will no longer be sent after the membership’s end date.
If employee does not have an e-mail address, goto task #10. Otherwise, goto end of activity.

Supervisor
10. Notify employee that their membership has expired.
If there is a need to renew the membership, goto task #1. Otherwise, goto end of activity.

End of activity.
61
 PROLM 003
Recording Additional Learning
Scope
This procedure covers the process to be followed when recording unscheduled or external learning on a
person’s learning record. This activity is also performed when an employee has taken a class at their
own expense from a post-secondary institution and wishes to have the information recorded in the
MIDAS system.
Unscheduled and external learning includes self-paced learning and learning taken outside of executive
government.
This procedure does not cover classes scheduled in the OLM Learning Catalog or learning taken from a
post-secondary institution.
Refer to Tuition and Book [PROLM001]
Refer to Create Offerings, Classes and Sessions [PROLM004]
Refer to Managing Classes and Enrollments [PROLM005]
Policy
• Financial Administration Manual
Responsibility
The Employee is responsible for:
• Informing the Learning Administrator that they have participated in unscheduled learning or
completed an external learning event.
The Learning Administrator is responsible for
• Entering unscheduled and external learning in MIDAS for employees within their department.
• Notifying the employee that the learning event has been entered into MIDAS.
Distribution
Accounts Payable Clerk
Learning Administrator
Activity Preface
This activity is performed whenever an employee has, or is going to, participate in unscheduled and or
external learning.
If there is a need to view the employee’s training history at any time during this process,
Refer to Viewing Training History [NAVLM009]
If the employee has obtained a certificate by completing the learning,
Refer to Certificates [PROLM007]
Prior Activity
The employee has submitted additional learning information, or Tuition and Book information that the
employee has taken at their own expense.

62
 Learning Administrator
1. Receive unscheduled or external event information, or Tuition and Book courses that the employee
takes at their own expense.

The information the employee is submitting could be name of learning, date, time, location,
expenses incurred, etc.

2. Enter the employee’s learning information in MIDAS.

Refer to Additional Learning Entry [NAVLM003]

3. Notify the employee that the learning event has been entered into their learning history profile.

If the employee’s learning was paid by their employer, goto task #4. Otherwise, goto end of
activity.

4. Forward learning information to Accounts Payable for payment.

The information to be forwarded should be the invoice and amount authorized.

Accounts Payable Clerk

5. Enter information into MIDAS.

The information should be entered using the appropriate account codes, to make the payment.

Refer to Entering Supplier Invoices [PRO1010Y]

Refer to Entering Employee/Member Expenses [PRO1009Y]

End of activity.

63
 PROLM 004

Create Offerings, Delivery Modes, Classes and Sessions

Scope
This procedure covers the process to be followed to create offerings, Delivery Modes, classes and
sessions in MIDAS.

This procedure does not cover unscheduled and external learning.

Refer to Recording Additional Learning [PROLM003]

Policy
Offerings can only be created through the Learning Catalog.

The OLM Naming Structure should be followed when creating classes and/or sessions.
Responsibility
The Learning Administrator is responsible for:
• Ensuring appropriate offering exists for the specific class.
• Creating appropriate offering.
• Creating class.
• Creating sessions.
The Work Structure Administrator is responsible for:
• Determining delivery mode.
• Creating delivery mode.
• Informing Learning Administrator of new delivery mode or which existing delivery mode can
be utilized.
Distribution
Learning Administrator
Work Structure Administrator
Activity Preface
This activity is performed whenever there is a need to create offerings, delivery modes, classes, and
sessions.
Prior Activity
The Learning Administrator has received notification that there is a need to create an offering(s), class(s)
or session(s).

64
 Learning Administrator
1. Search the Learning Catalog for the appropriate offering in which to create the class.

If the appropriate offering exists, goto task #8. Otherwise, goto task #2.

2. Create offering.

Refer to Creating an Offering [NAVLM004]

If there is a need to create a delivery mode for the offering, goto task #3. Otherwise, goto task #8.

3. Contact the Work Structure Administrator.

Work Structure Administrator

4. Determine if new delivery mode is necessary.

If existing delivery mode can be utilized, goto task #5. Otherwise, goto task #6.

5. Contact Learning Administrator and inform them of which delivery mode can be utilized from the
existing list.

6. Create delivery mode.

Refer to Create Delivery Mode [NAVWS022]

7. Notify Learning Administrator of new delivery mode.

Learning Administrator
8. Create the class under the appropriate offering using the OLM naming structure.

Refer to Creating a Class [NAVLM005]

If the class is restricted, goto task #9. Otherwise, goto task #10.

9. Enter Learner Access information.

Refer to Learner Access [NAVLM006]

If the class needs to be broken down into further sessions, goto task #10. Otherwise, goto end of
activity.

10. Enter the session(s) under the appropriate class using the OLM naming structure.

Refer to Creating Sessions [NAVLM007]

End of activity.

65
 PROLM 005
Managing Classes and Enrollment
Scope
This procedure covers the process to be followed to manage classes, enroll students and update the
enrollments in MIDAS.

This procedure does not cover Additional Learning (unscheduled or external learning).

Refer to Recording Additional Learning [PROLM003]

Responsibility
The Learning Administrator is responsible for:
• Maintaining and updating the class.
• Ensuring that the appropriate students are enrolled in the class.
• Notifying customers of their enrollment status.
• Updating class and enrollment information as needed.
• Providing Trainer with Registration List report.
The MIDAS System is responsible for sending an alert to students if their enrollment status changes.
The Trainer is responsible for:
• Ensuring students sign the registration list.
• Delivering training.
• Submitting attendance and class results to Learning Administrator.
Distribution
Learning Administrator
MIDAS System
Trainer
Activity Preface
This activity is performed whenever there is a need to update class information, enroll students or update
enrollment statuses in MIDAS.

Prior Activity
Create Offerings, Classes and Sessions [PROLM004]

Refer to Certificates [PROLM007] if the employee has obtained a certificate by completing a class.

66
 Learning Administrator
1. Determine if class was created in error.

If class was created in error, goto task #2. Otherwise, goto task #3.

2. Delete class.

Refer to Deleting a Class [NAVLM011].

End of activity.

3. Enter enrollments with the appropriate status as learners express an interest in the class.

Refer to Entering Enrollments into a Scheduled Class [NAVLM008].

If customer organization needs to be created, goto task #4. Otherwise, goto task #5.

4. Create customer organization.

Refer to Creating and Maintaining Customer Organizations [PROLM009]

Refer to Entering a New Customer Organization [NAVLM020]

MIDAS System
5. Notify employee of enrollment status and class information. A copy will be sent to the Learning
Administrator.

Learning Administrator
If there is a need to update class status, enrollment status, minimum and maximum number of
attendees or any other information pertaining to the class or enrollment, goto task #6. Otherwise,
goto task #9.

6. Update class status, enrollment status, minimum and maximum number of attendees, or any other
applicable information as needed.

Refer to Update Class or Enrollment Status, Min or Max Attendees [NAVLM013]

Refer to Change Enrollment Status [NAVLM016]

Refer to Change Enrollment Information [NAVLM017]

Refer to Change Class Information [NAVLM018]

If changes made to the class affect the students (i.e. date, time, location, cancellation, etc.), goto
task #7. Otherwise, goto task #9.

7. Notify students about the class changes.

67
If enrollment status is changed to Enrolled, Cancelled or Waitlisted, goto task #8. Otherwise, goto
task #9.

MIDAS System
8. Notify students of changes to their enrollment status. A copy will be sent to the Learning
Administrator.

Learning Administrator
9. Provide the Trainer with a Registration List Report.

Trainer
10. Ensure all students in attendance sign the class Registration List.

11. Deliver the training.

12. Submit attendance report and class results to the Learning Administrator.

Learning Administrator
13. Update all enrollments to the appropriate status and record successful completion results.

Refer to Mass Update Enrollments [NAVLM014]

14. Change the class status to Completed.

Refer to Change Class Status to Completed [NAVLM015]

End of activity.

68
 PROLM 006
Licenses
Scope
This procedure covers the process surrounding the administration of executive government employees
obtaining or renewing a license. Some examples of licenses are: Nurses, X-ray Technicians, Lab
Technicians, Drivers, Boating, Weapons, and Pharmacist

This procedure does not cover memberships or certificates.

Refer to Membership [PROLM002]

Refer to Certificates [PROLM007]

Policies will vary depending on the department

Department Driver License and Vehicle Recording and Reporting Policy under The Highway
Traffic Act.

The Commercial Carrier Record-Keeping and Commercial Vehicle Driver Reporting Regulations
applies to all employees operating commercial vehicles in excess of 5000 kg.

Responsibility
The Learning Administrator is responsible for entering license information into MIDAS.

The Supervisor is responsible for contacting the employee to submit a copy of their new/renewed license
if they have not already done so.

Distribution
Learning Administrator

Supervisor

Activity Preface
This activity is performed whenever an executive government employee needs to obtain a license that is
required for their job or there is a need to renew an existing license.

Prior Activity
The employee has submitted a copy of their new/renewed license.

If employee has submitted a copy of their new/renewed license, goto task #1. Otherwise, goto task
#4.

69
 Learning Administrator
1. Receive copy of the new or renewed license.

The employee is responsible for giving their Supervisor a copy of their new or renewed license,
who in turn passes the information on to the Learning Administrator to enter into MIDAS.

Depending on the type of license, the employee could be responsible for paying for their license at
their own expense (i.e. driver’s license to operate a commercial vehicle).

− The only exception applies to out-of-scope employees only. The Department would pay for
an employee’s driver’s license to operate a commercial vehicle during strike action.

2. Enter license information in the employee’s record in MIDAS.

Refer to License Entry [NAVLM012].

3. File the copy of license on employee’s personnel file.

End of activity.

Supervisor
4. Contact employee to submit a copy of their new or renewed license.

End of activity.

70
 PROLM 007
Certificates
Scope
This procedure covers the process to be followed when an employee has obtained a certificate through
unscheduled, external learning or post-secondary institution and wishes to record the information in the
MIDAS system.

This procedure does not cover memberships or other completed learning which a certificate was not
obtained.

Refer to Membership [PROLM002]

Refer to Recording Additional Learning [PROLM003]

Policy

Responsibility
The Learning Administrator is responsible for:
• Indicating that a certificate was obtained by completing the learning.
The MIDAS System is responsible for:
• Sending alerts to the employee, employee’s Supervisor and Learning Administrator.
The Supervisor is responsible for:
• Notifying employee that their certificate is due to expire and has expired.

Distribution
Learning Administrator

MIDAS System

Supervisor

Activity Preface
This activity is performed whenever an employee has obtained a certificate by completing any type of
learning.

Prior Activity
Recording Additional Learning [PROLM003]

Tuition and Book [PROLM001]

71
 Learning Administrator
1. Indicate in the MIDAS system that a certificate was obtained by completing the learning.

Refer to Additional Learning Entry [NAVLM003].

Refer to Tuition and Book Entry [NAVLM001].

MIDAS System
2. Send alert to employee with a copy to the Learning Administrator 60 days prior to the certificate
End Date.

If employee does not have an e-mail address, goto task #3. Otherwise, goto task #4.

Supervisor
3. Notify employee that their certificate is due to expire in 60 days.

MIDAS System
4. Send second alert to employee with copy to the Learning Administrator on the certificate’s End
Date.

Alerts are no longer sent after the certificate End Date has expired.

If employee does not have an e-mail address, goto task #5. Otherwise, goto end of activity.

Supervisor
5. Notify employee that their certificate has expired.

End of activity.

72
 PROLM 008

Create Categories and Courses

Scope
This procedure covers the process to be followed to create Categories and Courses within the MIDAS
system.

This procedure does not cover the creation of Offerings, Classes or Sessions.

Policy
Categories and Courses are predefined at Central Agency. Users should be able to utilize the existing
lists.

Responsibility
The Work Structure Administrator is responsible for:

• Determining Category and/or Course needs.

• Creating Categories and/or Courses.

• Informing Learning Administrator if an existing Category and/or Course can be utilized.

• Informing all Learning Administrators when a new Category and/or Course.

Distribution
Work Structure Administrator

Activity Preface
This activity is performed whenever there is a need to create a Category and or Course.

Prior Activity
The Work Structure Administrator has received notification from the Learning Administrator that they
would like a Category and or Course created.

73
 Work Structure Administrator
1. Determine if new Category and or Course is necessary.

If an existing Category and or Course can be utilized, goto task #2. Otherwise, goto task #3.

2. Contact the Learning Administrator and inform them of which Category and or Course can be
used.

End of activity.

3. Create the Category and or Course.

Refer to Create a Category [NAVWS023]

Refer to Create a Course [NAVWS024]

4. Notify all Learning Administrators of the new Category and/or Course.

End of activity.

74
 PROLM 008

Create and Maintain Customer Organizations

Scope
This procedure covers the process to be followed when creating and maintaining customer organizations
for enrollment purposes.

Policy
• Customer organizations are maintained by the Learning Management Administrator within
each department.

• Customer organization information should always be entered in UPPER CASE for consistency
purposes.

• Customer numbers are automatically assigned by the system and are unique to the individual
customer.

• A search for the customer should always be performed prior to adding or maintaining
customers. This will ensure that a duplicate customer is not entered.

• Customers that have been created by Finance should not be utilized by Learning Management
users.

Responsibility
The Learning Administrator is responsible for:

• Creating new customer organizations.

• Maintaining existing customer organizations.

Distribution
Learning Administrator

Activity Preface
This activity is performed whenever there is a need to create or maintain a customer organization.

Prior Activity
The Learning Administrator has received notification to enroll a student from a Customer organization
that has not yet been created or has been informed of information changes to an existing customer
organization.

75
 Learning Administrator
1. Search for the customer organization to verify it does not already exist or to enter applicable
changes to an existing customer.

If entering changes to an existing customer, goto task #2. Otherwise, goto task #3.

2. Enter applicable changes.

Example: address, phone number, e-mail address

• All information should be entered in upper case.

Refer to Maintaining Existing Customer Information [NAVLM021]

3. Create the Customer organization.

Refer to Enter a New Customer [NAVLM020]

• All information should be entered in upper case.

4. Proceed with enrolling the student into appropriate class.

Refer to Entering Enrollments [NAVLM008]

End of activity.

76
Learning Management Flow Charts

# Procedure Page
001 Tuition and Books 78
002 Membership 79
003 Recording Additional Learning 80
004 Create Offerings Classes and Sessions 81
005 Managing Classes and Enrollment 82
006 Licenses 83
007 Certificates 84
008 Create Categories and Classes 85
009 Creating and Maintaining Customer Organizations 86

77
 001

Tuition and Book

Flow Chart - For further details refer to PROLM001Tuition and Book

Start
MIDAS System Learning
Learning Send a third alert to
Administrator
Receipts
Administrator (application form) employee with a copy to Forward cheque to AP
Y Learning Administrator
have been received? Clerk to handle
Receive approved & employee’s Supvr 60 repayment. (16)
Tuition & Book Request A days after Course End Change Amount Paid
from Supvr. (1) Date & then again every field on Additional
Ensure that Tuition & 30 days thereafter until Qualification Details
Book Request form is N employee submits both screen to display a zero
completed in its entirety their marks & receipts. amount in MIDAS
(all signatures on form, AP Clerk (10) system. (17)
percentage approved,
dollar amount entered, Enter a prepayment type A
course start & end invoice into MIDAS, End
dates, etc.). (2) using appropriate Learning
Enter Tuition & Book Temporary Advance Administrator
info on employee’s natural account code to
personnel record in make payment. (7) Record in MIDAS that
MIDAS. (3) receipts & marks were
received once they have
been submitted by
MIDAS System employee. (11)
File a copy of marks &
Send alert to employee receipts in employee’s
Employee has with a copy to Learning personnel file. (12)
N Administrator on
not yet submitted their
receipts? Course End Date. (8)

Y
Employee has
N
passed class, goto?
MIDAS System Employee has
not yet submitted their
Send alert to employee N
marks and/or
with a copy to Learning receipts?
Administrator two weeks A Y
after course start date. End
(4)
Y

MIDAS System
Learning Learning
Send second alert to
Administrator Administrator
employee with a copy to
Record Financial Code Learning Administrator Advise employee that
on Tuition & Book & employees Supvr 30 they required to repay
Request form. (5) days after Course End dept for cost of their
Place a copy of Tuition Date. (9) Tuition & Book
& Book Request form expenses. (13)
on employee’s Advise AP Clerk that
personnel file & forward employee will be
original Tuition & Book repaying their Tuition &
Request form to AP Book expenses. (14)
Clerk. (6) Employee has
not yet submitted their
Y
marks and/or
receipts? Employee
Provide Learning
N Administrator with a
cheque, payable to
Minister of Finance.
(15)

78
 002

Membership

Flow Chart - For further details refer to PROLM002 Membership

Start
MIDAS System
Employee’s Send alert to employee
membership was paid with a copy to Learning
Employee Y Administrator 30 days
by their employer?
obtains membership prior to membership
Y
at their own expense? end date. (7)

N
N End
B
Employee does
Learning N
not have an e-mail
Administrator address?
Learning A
Receive membership Administrator
application. (1)
Ensure membership Y
Record Financial Code
application form is on invoice. (4)
completed in its entirety Forward membership Supvr
(e.g. amount approved, info to AP for payment
start & end dates, etc.). (invoice & amount Notify employee that
(2) authorized). (5) their membership is due
to expire. (8)

A
Learning AP Clerk A
Administrator
Enter info into MIDAS, MIDAS System
Enter membership info using appropriate
pertaining to employee account codes to make Send a second alert to
in MIDAS. (3) payment. (6) employee with a copy to A need to renew Y
Learning Administrator membership?
on date that B
membership expires.
(9)
N
End

Employee does
Y
not have an e-mail
address?

N
End

Supvr
Notify employee that
their membership has
expired. (10)

79
 003

Recording Additional Learning

Flow Chart - For further details refer to PROLM003 Recording Additional Learning

Start
Learning
Learning Administrator
Administrator Forward learning info to
AP for payment. (4)
Receive unscheduled or
external event info, or
Tuition & Book courses
that employee takes at
AP Clerk
their own expense. (1)
Enter employee’s Enter info into MIDAS.
learning info in MIDAS. (5)
(2)
Notify employee that
learning event has been End
entered into their
learning history profile.
(3)

Employee’s
Y
learning was paid by
their employer?

N
End

80
 004

Create Offerings Classes & Sessions

Flow Chart - For further details refer to PROLM004 Create Offerings Classes and Sessions

Start

Learning A need to Existing

N
Administrator create a delivery delivery mode can be
N
mode for offering? utilized?
Search Learning
Catalog for appropriate A
offering in which to
create class. (1) Y
Y
Work Structure
Learning Administrator
Administrator
Contact Learning
Appropriate Y Contact Work Structure Administrator & inform
offering exists? Administrator. (3) them of which delivery
mode can be utilized
A
from existing list. (5)

N Work Structure
Administrator
Work Structure
Learning Determine if new Administrator
Administrator delivery mode is
necessary. (4) Create delivery mode.
Create offering. (2) (6)
Notify Learning
Administrator of new
delivery mode. (7)

Learning
Administrator
Class needs to
Create class under be broken down into
Y
appropriate offering further sessions?
using OLM naming
structure. (8)

N
End

N A
Class is restricted?
A Learning
Administrator
Y Enter session(s) under
appropriate class using
Learning OLM naming structure.
(10)
Administrator
Enter Learner Access
info. (9) End

81
 005

Managing Classes and Enrollment

Flow Chart - For further details refer to PROLM005 Managing Classes and Enrollment

A
Create Offerings,
Classes & Sessions Learning MIDAS System
Create Offerings Classes and Sessions
Administrator Notify employee of
Refer to Certificates Enter enrollments with enrollment status &
appropriate status as class info. A copy will
learners express an be sent to Learning
Start Administrator. (5)
interest in class. (3)

Learning
Administrator
Determine if class was
created in error. (1) Cust A need to
N update class status,
organization needs to
be created? enrollment status,
A minimum & maximum
number of attendees
or any other info
Y N
pertaining to class or
Class was N enrollment?
created in error? B
Learning
Administrator
Y
Create cust
Y A
A
organization. (4)
Learning Trainer
Learning Administrator
Administrator Enrollment Ensure all students in
Update class status, status is changed to attendance sign class
Delete class. (2) N Registration List. (10)
enrollment status, Enrolled, Cancelled
minimum & maximum or Waitlisted? Deliver training. (11)
number of attendees, or Submit attendance
End any other applicable info report & class results to
as needed. (6) Learning Administrator.
Y (12)

MIDAS System
Notify students of Learning
Changes made changes to their Administrator
to class affect enrollment status. A
students (i.e. date, copy will be sent to Update all enrollments
time, location, Learning Administrator. to appropriate status &
N (8) record successful
cancellation, etc.)?
completion results. (13)
A B A Change class status to
Completed. (14)
Learning
Y
Administrator
End
Learning Provide Trainer with a
Registration List
Administrator Report. (9)
Notify students about
class changes. (7)

82
 006

Licenses
Flow Chart - For further details refer to PROLM006 Licences

Start
Supvr
Contact employee to
submit a copy of their
Employee has new or renewed license.
submitted a copy of (4)
N
their new/renewed
license?
End

Learning
Administrator
Receive copy of new or
renewed license. (1)
Enter license info in
employee’s record in
MIDAS. (2)
File copy of license on
employee’s personnel
file. (3)

End

83
 007

Certificates
Flow Chart - For further details refer to PROLM007 Certificates

Recording Additional
Learning

Employee does Employee does

Tuition & Book N Y
not have an e-mail not have an e-mail
address? address?
Start

Y N
Learning
End
Administrator
Supvr
Indicate in MIDAS
system that a certificate Notify employee that
was obtained by their certificate is due to
completing learning. expire in 60 days. (3) Supvr
(1) Notify employee that
their certificate has
MIDAS System expired. (5)
MIDAS System Send second alert to
Send alert to employee employee with copy to End
with a copy to Learning Learning Administrator
Administrator 60 days on certificate’s End
prior to certificate End Date. (4)
Date. (2)

84
 008

Create Categories and Courses

Flow Chart - For further details refer to PROLM008 Create Categories and Courses

Start
Work Structure
Work Structure Administrator
Administrator Create Category & or
Course. (3)
Determine if new Notify all Learning
Category & or Course Administrators of new
is necessary. (1) Category and/or
Course. (4)

End
An existing
Category & or
N
Course can be
utilized?

Work Structure
Administrator
Contact Learning
Administrator & inform
them of which Category
& or Course can be
used. (2)

End

85
 009

Create and Maintain Customer Organizations

Flow Chart - For further details refer to PROLM009 Create and Maintain Customer Organizations.

A
Start
Learning
Learning Administrator
Administrator Create Customer
organization. (3)
Search for cust Proceed with enrolling
organization to verify it student into appropriate
does not already exist or class. (4)
to enter applicable
changes to an existing
cust. (1) End

Entering
N
changes to an
existing cust?
A

Learning
Administrator
Enter applicable
changes. (2)

86
 Saskatchewan LEARNING AND DEVELOPMENT
Public Service
Commission REQUEST FORM
PROCESS
1. Employee fills out form (attach registration form/course information)
2. Employee forwards form to Supervisor for approval/signature
3. Employee or Office Co-ordinator registers for course
4. Employee forwards form and information to Accounting
5. Accounting processes and forwards to Human Resources
Note: This form is not to be used for Tuition & Book Reimbursement

Surname Given Name

Name of Course/Workshop/Learning Activity

Topic Training Company or Government Department

Description (in detail)

Start Date End Date Duration Registered Attended

Start Time Location

Will an S4 expense claim be submitted? Yes No

Registration Fee:

To Be Filled Out By The Supervisor:

(In Accordance with PSC Learning Policy http://link.psc/admin/learnpol.html) Relation to Current Job/Priorities: %
Learning Benefit: %
Percentage or Level of Coverage % (up to 100%) Total Percentage: %

Comments:

Approved Not Approved

Employee Signature Date Approval Signature Date

HUMAN RESOURCES USE ONLY

TOPIC SUBTOPIC ACTIVITY

Learning Status ____________ Learning Type ____________________ Accounting Received _____

Expenses
ACCOUNTING USE ONLY
Registration Fee $ Incidental Cost $
Meals $ Travel $
Lodging $ Other Cost $
Original – Personnel File
Copy – ARMS
Copy – Accounting
April 14, 2004 G:\Common\HR\HR Forms\LearningDevelopmentForm.doc
 Government of
Saskatchewan
Application for Tuition and Book
Education Allowance Program
Please refer to the Learning and Development Policy PS901-1. Note: Tuition and book costs are paid only upon approval and with
the condition that the employee successfully completes the course, provides receipts and statement of marks.

Section 1. Personal information - To be completed by employee (please print)

Surname Given Names Sex
ˆM ˆF
Department Branch SIN

Work Address Telephone

Position Title Previous Reimbursement Date Employment Status Classification Level

$

Name of Institution: ______________________________________________________________________________________

Program Level: _________________________________________Program Discipline:_________________________________

(Goal e.g. certificate, degree) (Area of Study e.g. data processing, social work)

Date of Course: _______________________________ to __________________________________

(one course per form) (mm/dd/yyyy) (mm/dd/yyyy)

Course Title ________________________________________________________________________

Tuition: _______________________________ Books: _____________________________

Examination Fee: _____________________________

Total: ____________________________

Section 2. Information - To be completed by department

Total Tuition/Books/Examination Fees: ________________ Please indicate if this is a: [ ] Taxable [ ] Non Taxable benefit

Percentage of Support: ________________%

Total Amount Authorized: _______________

__________________________________
Permanent Head's Signature (or designate) Recommended: [ ] Yes [ ] No
(If recommended, need only sign below)

Section 3. Promissory note - To be completed by all approved employees

The Employee agrees to reimburse the Province for the financial support provided herein if a or b:
(a) the employee does not successfully complete her/his course; or
(b) for any reason the employee ceases to be an employee of Executive Government prior to successful completion of the course.

_________________________________________ _____________________
Employee’s Signature Date

_________________________________________ _____________________
Permanent Head’s Signature (or designate) Date

‰ Copy to Department Human Resources ‰ Copy to Employee ‰ Enter on IPS July 2003