Ibc Manager Guide For Ekp

Indiana Blood Center
Indianapolis, IN 46208
IBC MANAGER GUIDE FOR EKP
Page 1 of 3
Version Date: 08/15/11
Using EKP as a Manager

Purpose
To give an overview of EKP from a managers perspective.
Tools
EKP allows you to:

Review the training history for associates you supervise/manage
Generate training reports
Viewing the
EKP Home
Page
Below is a screenshot of your Home Page. Tabs for Home Page, Catalogs,
and Career Development provide access to your personal information and
training history. See the IBC User Guides for help with accessing the tools
and information available to you as an associate.
The Review, Dashboard and Communicate tabs on the navigation bar allow
you to view information about the associates you supervise/manage.
Navigation bar
Continued on next page

Page 2 of 3
Using EKP as a Manager, Continued

Dashboard Tab
Dashboard reporting allows you to retrieve certain information in graphical

form, as well as to access personally relevant standard and custom reports
without having to navigate through other menus.
Review Tab
By clicking on the Review tab, you can review the associates assigned to you
as a director, manager or supervisor.
See the guide titled Reviewing Associate Training Information, for
detailed instructions on how to review an associates transcript, enrolled
learning modules, and certifications.

Page 3 of 3
Using EKP as a Manager, Continued

Communicate
Tab
The Communicate tab allows you to communicate with associates in a variety

of ways. Currently, only Mailbox is available.
See the guide titled Using Mail Box to Communicate With Associates for
detailed instructions on how to create and send emails to a targeted group.
End of document

Page 1 of 4
Reviewing Associate Training Information

Purpose
To review an associates training information which includes enrolled

learning modules, records/transcript, and certifications.
Navigating to
Review
From the Home Page, click on the Review tab. A list of associates will
appear.
Click here.
Reviewing the
Review Tab
Upon opening, the Review page displays four tabs.

NOTE: Depending on how your department is set up in EKP determines on
which tab you can view your associates.
Appraisee Learning History - this is the default opening view. It lists
all associates assigned to you as the department manager. By clicking
on the name of an associate you open the Career Development Center.
The Career Development Center has tabs for:
o Enrolled Learning Modules (typically certification
assessments)
o Records/Transcripts
o Career Development (certifications)
o Learning Reports
Assigned Group Review typically, this will be the same list as
appears on Appraisee Learning History. Clicking on a name accesses
the Career Development Center and pages listed above.
Report Manager gives you access to reports. See the Reports
Manager section or Adding Reports to Your Dashboard section of the
IBC Manager Guide for EKP for instructions.
See sections below for specific guidelines when viewing the pages.

Page 2 of 4
Reviewing Associate Training Information, Continued

Viewing
Appraisee
Learning
History
To view training information for a specific associate, click on the name and
the Career Development Center opens.
See block titled Using the Career Development Center for further
guidelines.
The list can be

sorted by any of the
three columns (as
long as there is a
sorting indicator).
Click on a name to
access training
information.
Viewing
Assigned
Group Review
To open the Assigned Group Review, click on the tab. If you manage more
than one department, this page will show associates by department. To view
training information for a specific associate, click on the name and the Career
Development Center opens.
See block titled Using the Career Development Center for further
guidelines.
Avon
Columbus

Page 3 of 4

Using the
Career
Development
Center
After clicking on an associate name, the Career Development Center opens.

Enrolled Learning Modules (Default View) lists pending learning
modules, typically certification assessments.
Records/Transcript
To see the actual training date, click on the name of the requirement.
To see all records, choose a time period from the drop down list and
click Go.
NOTE: Scroll down to External Training Records to see training history
prior to the implementation of EKP. It is available on screen by date only.
Select dates
here

Page 4 of 4

Using the
Career
Development
Center
(continued)
Career Development opens on the Summary view. The Summary lists all
awarded certifications. For detailed information on a certification, click on the
Certification tab. The other tabs are not used at this time.
Awarded
Certifications
Certification Details
Learning Reports this tab will not give you access to reports. Use the
Report Manager tab found on the Review default page.
See Reports Manager section of IBC Manager Guide for EKP for
instructions.
End of document

Page 1 of 4
Using Mail Box to Communicate with Associates

Purpose
To use Mail Box to communicate with associates.
CAUTION
There are pros and cons to using Mail Box. It is a simple email program
compared to Microsofts Outlook. One advantage of using EKPs Mail Box is
you can choose associates by group, whereas in Outlook you have to add
associates individually if there is no @ group.
Opening the
Communicate
Tab
After logging in to EKP, click on the Communicate tab. Currently,

communicating with associates via the Mail Box tab is available.

Page 2 of 4
Using Mail Box to Communicate with Associates, Continued

Choosing
Recipients
Click on the Create tab and follow the steps to send an email to a group of
associates:
Step
1
Action
Click on To to open the Selection screen.
Click on the Select button for the Organization field.

NOTE: Associates can also be selected by typing the last name in the
Family Name field and clicking on the Search button.
Select one department and click on OK.

Page 3 of 4

Choosing
Recipients
(continued)
Step
4
Action
Click on Search. Associates assigned to the selected organization will
appear in the Available Choices field.
Click on the double arrow down button. This will send the choices to
the Selections field.
NOTE: Associates can also be selected individually and sent to the
Selections field. Click on the one arrow down button.
6
7
To add additional departments, click on the Select button and repeat

Step 4.
If no additional departments continue to Step 6.
Select any cc: recipients using the above steps.
After selecting associates, click on OK and return to the message screen.

Page 4 of 4

Composing and
Sending the
Message
After choosing recipients, follow the steps to compose and send the message:
Step
1
3
4
Action
Type a subject in the Subject field.
Tab down to the message area and type in a message.

If you will be sending the same message multiple times,
highlight the message, right click the mouse, and click on Copy.
For the next email, in the message area, right click and click on
Paste.
Click on Send to send the email.
The email will be sent to the associates IBC Outlook email address.
End of document

Page 1 of 2
Accessing EKP Reports

Purpose
To access EKP reports not found on your dashboard.

Reports may be added to your dashboard upon opening a report.
Navigating to
Review
After logging in to EKP, the home page appears. Go to the Navigation bar
and click on the Review button.
Opening
Report
Manager
From the Review page, click on Report Manager tab.

Page 2 of 2
Accessing EKP Reports, Continued

Viewing the
Report
Manager
Screen
The following screen appears.

Your screen may be different than the one shown, depending upon your
permissions.
Standard Reports are available in Organization or Learning Reports.

Click on the heading to see available Standard reports.
Click here to
open report
Click here
for a
description
of report
Report Wizard Reports are available in Report Wizard.

Click on the Report ID to open the report.
End of document

Page 1 of 5
Generating and Viewing Reports

Purpose
To generate and view reports.
Opening a
Report
Follow these steps to open report from the Dashboard:

Step
1
2
3
4
Action
From the Navigation Bar, click on Dashboard.
From the Dashboard, click on the name of the report you wish to
open.
The report opens in a new window.
Continue to the next block.

Page 2 of 5
Generating and Viewing Reports, Continued

Generating a
Standard
Report
Report parameters vary by report. Below is an example.

Report Parameter
Output Format
Who
Dates
Guidelines
HTML is good for viewing on screen.
Data can be sorted.
There is a print option.
Sometimes data will be cut off on right side.
Some reports have columns that IBC does not
populate.
Microsoft Excel Workbook is good for viewing on
paper.
Data can be manipulated (sorted, delete empty
columns, summed, etc.)
Report can be saved.
Typically by Organization or Participant.
See EKP User Instruction Using the Selector
Screen to choose who to include in the report.
Some reports include parameters for dates.
Specific dates click on the calendar button and
choose a date.
Set number of days before or after generating the
report enter number.
USE this setting if getting a report that includes
future dates.
Example: Expiring certifications

Page 3 of 5

Generating a Report Wizard Report
Opening Screen (Step 1)
Click here
Generating Screen (Step 9)
Click here to generate
Choose an Output Format

Page 4 of 5

Viewing the Report as an HTML Document
To change sort order, click on this symbol.
Click here to:

Close the report
Return to Report Parameters
Print the report

Page 5 of 5

Viewing the Report in Microsoft Excel
Click here to open the

report in Microsoft Excel
As you can see from this output, it is easier to sort by any column, delete a column that is
not needed, and format fonts, column size, etc.
If you want to save this report, perform the Save As function and save to a folder you can
locate. (If you just perform Save, Im not sure where its saved.)
End of document

Page 1 of 3
Version: 08/15/11
Scheduling a Report
Purpose
What You Need
Scheduling a
Report
To schedule an EKP report to generate on an as-needed or regular basis.
Access to EKP
IBC Manager Guide for EKP Generating and Viewing Reports
EKP User Instructions Using the Selector Screen
IBC Manager Guide for EKP Report Samples
Follow these steps to schedule a report:

Step
1
Action
Click on the Dashboard tab to open the Dashboard.
Click on the My Reports tab to view reports.
To schedule a report, click on the report number, i.e., R205, and the
Report Parameters screen opens.
Select all applicable report parameters.

Consult IBC Manager Guide for EKP-Generating and Viewing
Reports to review and select applicable report parameters.
Use EKP User Instructions-Using the Selector Screen as needed.
Review IBC Manager Guide for EKP-Report Samples for help with
report parameters and the look of the report.
After selecting the parameters, scroll to the bottom of the screen and
click on the Schedule button.

Page 2 of 3
Version: 08/15/11
Scheduling a Report, Continued

Scheduling a
Report
(continued)
Step
6
Action
From this screen, you may rename the report, choose the schedule for
the report and choose who will receive the report. See screen print
below.
Type in new name if

applicable.
If Weekly is selected, you will need to choose the day you want
the report generated.
NOTE: Reports generate at 11:00 pm.
If Monthly is selected, you will need to choose the date

you want the report generated.
If Once is selected, click here to choose the date you want the
report generated.
Click here to select the recipients of the email/report.
Click here if you would like to attach a copy

of the report to the email.

Page 3 of 3
Version: 08/15/11
Scheduling a Report, Continued

Scheduling a
Report
(continued)
Step
7
Action
After selecting all the scheduling information, click on the Set
Schedule button. The report is now scheduled.
The report will automatically send an email to the recipients with a
link to the report and/or the report as an attachment.
Click on the Close button.
The report will now appear on the Scheduled Reports tab.
End of document

Page 1 of 3
Version: 08/15/11
Using the Selector Screen

Purpose
Description of
the Selector
Screen
Available
Search Criteria
To use the Selector function in EKP.
The Selector function performs a search to generate a list of items from

which to select.
The Selector is used in many of the components of EKP when selecting an
individual or group to review, to enroll in a class, or when generating a
report.
The Selector may vary slightly in appearance between components but will
always work the same:
1. Search for items
2. Select items
3. Click OK
The Selector is accessed from an EKP component.
Catalog Editor, Report Manager, Certification Editor
There are several options available when using the Selector screen depending
on the EKP component you are using:
User ID (system login-in ID, not generally known)
Family name (last name) (narrows the search)
Given name (first name) (narrows the search, especially if unique)
Organization (drill down to department, choose from list, not always
accurate due to lag of notification for transfers and terms)
Role (need to know EKP role)

Page 2 of 3
Version: 08/15/11

Using the Selector Screen, Continued
Follow these steps to select the associate:
Selecting by
Name
Step
1
3
4
Action
Type last name of associate in Last Name box.
An alternate way to search is to click on the Organization Select
button to select the department.
Click on the Search button. A list of users appears in the
Available Choices box.
Only names you are approved to see will appear.
Click on the desired name to highlight.
Click on the single down arrow to move the name to the
Selections box.
Click on the double down arrow to select all names.
The name will appear in the Selections box. Click on the OK
button and the Selector will return to the Report Parameters
screen.
1
2
3
4
Name will move here

Page 3 of 3
Version: 08/15/11
Using the Selector Screen, Continued

Selecting by
Organization
Follow these steps to select the associate:

Step
1
2
Action
Click on Organization. The Selector Screen appears.
Click on the radio button to select the appropriate department.
Organizations you are allowed to view will be listed. There
could be one or several.
Click on the OK button and the Selector will return to the Report
Parameters screen.
1
End of document

Page 1 of 4
Adding Reports to Your Dashboard

Purpose
Dashboard
Offerings
To add reports to the Dashboard.
The My Charts tabs offers several charts that allow users to gauge, among other
things, system activity, revenues, courses by learning type, etc.
The My Reports tab allows you to select standard and custom reports
grouped according to categories you define.
The Scheduled Reports tab allows you to select standard and custom reports
to generate on a schedule you determine.
Adding Reports
To add reports to the My Reports tab, follow these steps:

Step
1
Action
From your Home Page, click on the Dashboard tab.
From the Dashboard page, click on My Reports.

Page 2 of 4
Adding Reports to Your Dashboard, Continued

Adding Reports
(continued)
Step
3
Action
Click on Select Reports. A drop-down menu of all reports you may
generate are shown.
SAMPLE REPORTS
4
5
Click in the box to the left of the report ID/Name.

Click on Add to add to your list. The report is now added to your
Dashboard.

Page 3 of 10
Report Samples, Continued

R102 Organization Learning Report by Participant
Report Parameter
Output Format
Who
Dates
Additional Attributes
Special Notes
Suggested
HTML or Excel
Organization choose from Selector Screen
Optional
Optional
This will only list those courses completed since the
implementation of EKP.
A course taken multiple times is listed multiple times.
If looking for a specific SOP/IM document, sort by the
Module name.

Page 4 of 10

R105 Users Listing by Organization
Report Parameter
Output Format
Who
Dates
Guidelines
HTML or Excel
If a hardcopy is needed, Excel is recommended.
None
Optional
Original Format in Excel
After formatting in Excel

Page 5 of 10

R202 Enrollment Summary for Specified Modules/Sessions
Report Parameter
Output Format
Learning Program/Module Session
Special Notes
Suggested
HTML or Excel
Choose from Selector Screen
Use Search Text field to locate program/module.
If generating a list for a Training Plan, you might want to
select associates by:
Initial Training, 6MO Certification Program and ANN
Certification program for current associates to be trained.
Or, by a document/SOP number, such as CP700-02.
Check to exclude closed user accounts (optional).
This will list all enrollments so there could be duplicate
entries for an associate.
Report can be sorted.

Page 6 of 10

R204 Individual Participant e-Certifications Awarded
Report Parameter
Output Format
Who
Dates
Special Notes
Suggested
HTML or Excel
Participant choose from Selector Screen
Optional
None
This will list all certifications awarded to an associate. It is a
historical report.

Page 7 of 10

R205 Country/Department Participants Awarded with e-Certifications

Report Parameter
Output Format
Who
Certification
Dates
Special Notes
Suggested
HTML or Excel
Excel recommended
Select applicable certifications (see below)
Optional
Expire Beginning and Ending Dates
Optional
Can be used to print a list of associates who expire in a certain
month.
Selector Screen for Certification
2
1
3
Certification
names will move
here
4
Excel report after formatting

Page 8 of 10

R205NL Awarded Certifications by Participant
Report Parameter
Output Format
Who
Dates
Special Notes
Suggested
HTML or Excel
Organization or Participant choose from Selector Screen
None
Optional
This is a historical report of all certifications awarded.

Page 9 of 10

R251 Completed Courses by User(s)
Report Parameter
Output Format
Who
Dates
Special Notes
Suggested
HTML or Excel
Excel recommended
Participant choose from Selector Screen
Can choose more than one at a time.
Blood Collection will not export all associates. Request
information in smaller groups.
None
None
Report after formatting in Excel

Page 10 of 10

MTR001 Monitoring Incomplete Training Report
Report Parameter
Output Format
Who
Dates
Suggested
HTML or Excel
If looking for a specific SOP/IM document, sort by the
Module title.
Optional
Sort by date to group incomplete training by dates, oldest
first
Optional
End of document

Page 3 of 4

Changing the
Group Heading
The group section heading may be customized. For example, you may want
the Learning Reports heading changed to Certifications Expiring This
Month. Follow these steps to change the heading:
Step
1
Action
In the Change grouping category of selected reports field, type in your
preferred heading.
Click on the box to the left of the report ID/Name you want to include in
the section.
NOTE: The report must already appear on the Dashboard before
adding a new grouping.
Click on the Update button and the heading changes.

Page 4 of 4

Deleting a
Report
To delete a report from the Dashboard, follow these steps:

Step
1
Action
Click on the box to the left of the report ID/Name.
Click on the Delete button.
End of document

Page 1 of 10
Report Samples
Summary of Available Reports
Standard Reports
Report Name
R102 -- Organization Learning
Report by Participant
Description
This report lists all modules taken by each person in the
selected organization.
R105 -- Users Listing by

Organization
Listing of users from the selected organization.
R204 -- Individual Participant eCertifications Awarded
This report lists all certifications awarded to a selected

user.
It is a historical report, i.e., it lists all certifications ever
awarded to an associate.
This report is a list of participants enrolled in specified
programs, modules or classes.
The report "status" column indicates the overall status,
not the performance status within the course.
Use caution when using this report for a Training Plan
based on a SOP because it does not include information
found only in previous training software.
o Use report R251 (see below).
R202 -- Enrollment Summary for

Specified Modules/Sessions
R205 Country/Departmental
Participants Awarded with eCertifications
R205NL Awarded Certifications

by Participant
This report lists those users within the selected

organization who have been awarded with a selected group
of certifications. This report can be used to:
Generate a list of associates whose certifications will be
expiring.
Generate a list of associates when documenting who
should be trained for a CCF Training Plan.
This report lists all the certifications awarded to the
specified participant(s).
R251 Completed Courses by

User(s)
This report lists EKP and external (including VTA)

training. Use this report to:
Review training history of an associate.
See whos been trained on a certain SOP. It will take
some manipulation (sorting) to determine this.
R209 Participants Report on A

Particular Module
This report lists associates who have been trained on a

learning module.
Associates trained since implementation of EKP.

Page 2 of 10
Report Wizard Reports

Report Name
MTR001-Xxxx
Monitoring Incomplete Training Report
Description
This report lists those associates whose Overall Status
is not Finished Using or Completed.
Use this report to monitor training that is past due or
approaching past due.
Sort by date column (oldest first) to see oldest
training.
Certifications are due 45 days from enrollment
date.
For CCF training, review the CCF for
implementation date. The majority of staff should
be trained by this date.
Review the following pages for samples, tips and techniques for generating reports.

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