Quick Start for Training Administrators and Managers

Where do I assign training?

Who is this guide for?

For the computer and browser requirements for using HS Learn - Manager, see the Oracle® Health Sciences HS Learn - Manager Release Notes.

How do I provision users?

1. Overview of users and their tasks

Someone at your organization can have one or more of these roles:

Delegated administrators work in OHSIAMS Oracle Identity Self Service and are responsible for:

HS Learn - Manager user managers work in HS Learn - Manager and are responsible for:

Training administrators work in HS Learn - Manager and are responsible for:

Training managers work in HS Learn - Manager and are responsible for:

Trainees work in Health Sciences Learn to complete their training and are responsible for:

2. How to get access to OHSIAMS Oracle Identity Self Service and HS Learn - Manager

OHSIAMS Oracle Identity Self Service

HS Learn - Manager

3. Make the roles available to Oracle (One-time only)

Who does this? Your company's delegated administrator.

Make ClinicalOne_Production and ClinicalOne_Production_AssignGlobalRoles available to Oracle so that they can be assigned to Health Sciences Support in case you need help.

Tip: If your organization is using Clinical One to deploy studies, you probably already published both of these roles, and you don't have to publish them again.

  1. Open OHSIAMS Oracle Identity Self Service.
  2. Under the Administration menu on the left, click Roles.
  3. In the Search section, for Display Name:
    1. From the list, select Equals.
    2. In the field, type ClinicalOne_Production.
  4. Click Search.
  5. In the Search Results, click the link in the Display Name column to open the role page.
  6. In the row of controls at the top of the role page, click Publish Role to External Organization.
  7. Select the checkbox for the oracle organization.
  8. Click Submit. A confirmation message appears at the bottom of the dialog box.
  9. Repeat steps 3 to 8 for the ClinicalOne_Production_AssignGlobalRoles role (Display Name: AssignGlobalRoles).

4. Give users access to HS Learn - Manager using OHSIAMS

Who does this? A delegated administrator.

If you previously managed training using User Management Tool, the HS Learn - Manager user managers, training administrators, and training managers at your organization might have already been created for you in OHSIAMS Oracle Identity Self Service. All you have to do is assign them the appropriate roles!

  1. Sign in to OHSIAMS Oracle Identity Self Service.
  2. Add any training administrators or managers who haven't yet been created.

    For instructions on adding users, see Create a user account in the Oracle Health Sciences Identity and Access Management Service Administrator Guide.

    Note: Your organization might have additional HS Learn - Manager user managers, but only one person needs the AssignGlobalRoles role. The role should be assigned to the person who will sign in to HS Learn - Manager first. Then that person can create other users, including additional HS Learn - Manager user managers, from within HS Learn - Manager.

  3. For training administrators (including yourself, if you are both a delegated administrator and a training administrator for your organization), assign the ClinicalOne_Production role.

    Reminder: If you are using Clinical One to deploy studies, you've probably set up the AssignGlobalRoles and ClinicalOne_Production roles so that all role assignments must be approved. For details about how to approve the assignments, see Activate approval for a role in the Oracle Health Sciences Identity and Access Management Service Administrator Guide.

  4. For training managers, assign the ClinicalOne_Production role.

YouTube logo Watch training on how to create a user and how to assign a user.

5. Create users in HS Learn - Manager

Who does this? A HS Learn - Manager user manager. Don't forget to create your own account!

  1. Sign in to HS Learn - Manager.
  2. On the Home page, click Global Settings, along the top.
  3. Click Create Global User.
  4. From the Full Name drop-down, select the user's name.
  5. Click on the Global Roles field, and select the appropriate role:
  6. Tips:

  7. Click Create.
  8. Create additional users as needed.

YouTube logo Watch training.

What are my tasks as a training administrator?

6. Create a training study

If Oracle hosts your study: The only training studies you need to create are for assigning training that isn't associated with a study, such as training for the User Management Tool (UMT) or for a release you're considering upgrading to. You assign training associated with a study in UMT, and you can view (but not change) it here.

If your organization hosts your study: Create a training study so you can assign training for InForm, Central Designer, Central Coding, and IRT.

  1. Sign in to HS Learn - Manager, open the Training Study drop-down, and select Create Training Study.
  2. Enter the study name, and click Save.
  3. To create another study, click Create Another Study.
  4. To return to the Home page, click Close.

YouTube logo Watch training.

7. Assign the training study to training managers

Assign a study to a training manager so that they can manage training for the study and receive the twice-daily training completion report over email.

  1. Sign in to HS Learn - Manager, open the Training Study drop-down, and select Assign Studies to Training Managers.
  2. In the table, locate the row for the user who will manage training for one or more studies, and click in the Study column for the user's row. All studies that the user manages training for appear.
  3. Click again in the Study column for the user's row. A list of all training studies appears.
  4. Select a study to assign it to the user. For multiple studies that need to be assigned to one or more users, repeat the process.

    Tip: You can assign a study to one or more training managers.

  5. Click Save.

YouTube logo Watch training.

What are my tasks as a training manager?

8. Add or remove trainees from a study, and assign training to them

If your Home page includes training studies created in User Management Tool (UMT):

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for the study you want to add a trainee to, and select Open Settings.
  2. Tip: To see all training that a user has completed across all organizations and studies, select the user, and expand Training History on the right.

  3. Click Add Trainee.
  4. To add one trainee at a time:
    1. To the right above the table, click Add Row.
    2. In the blank row that appears in the table, enter details about the trainee and select the training the trainee must take.
    3. Repeat steps a and b to add more trainees, if necessary.

      Tip: To assign a trainee to more than one course, add more rows with the same trainee details and a different course. Alternatively, you can assign additional training once the trainee has been assigned to the first course.

    4. After you're finished adding trainees, click Save.
    5. An assignment email is sent to the trainee(s). The training is marked as Complete and no email is sent if the trainee completed the training in the last 12 months, as long as the trainee completed the training under the same email address.

    To add multiple trainees at the same time:
    1. Click Training Assignment Template, and save the spreadsheet template to your computer.

      Tip: In the Google Chrome browser, downloaded files typically appear along the bottom of your browser window.

    2. Fill in the fields in the spreadsheet. Make sure you enter details in all columns.
    3. Complete, save, and close the spreadsheet.
    4. Click Upload File, and then navigate to and select the file.
    5. The details from the spreadsheet appear in the table.

    6. Click Save.

      An assignment email is sent to the trainee(s). The training is marked as Complete and no email is sent if the trainee completed the training in the last 12 months, as long as the trainee completed the training under the same email address.

    Tip: To remove trainees from a study, select the trainees, and from the Manage Users drop-down, select Remove.

YouTube logo Watch training.

9. Assign training, or remove assigned training

If your Home page includes training studies created in User Management Tool (UMT), you can't change training assingments here. You must perform this task in UMT.

To assign training:

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for a study, and select Open Settings.
  2. Select one or more trainees who need to be assigned the same training.
  3. Tip: To see all training that a user has completed across all organizations and studies, select the user, and expand Training History on the right.

  4. From the Manage Users drop-down, select Assign Training.
  5. Click in the empty field, and select the appropriate training from the drop-down.
  6. Click Save.

An assignment email with the joining instructions is sent to the trainees, unless they have completed the training within the last 12 months. If a trainee has already completed the training and the trainee has the same email address in both studies, the training status is marked as Complete.

To remove assigned training:

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for a study, and select Open Settings.
  2. Select one trainee. You must remove training from one trainee at a time.
  3. From the Manage Users drop-down, select Manage Training.
  4. In the dialog box, click the X on each course that you need to remove.
  5. Click Save.

An email notification is sent to the trainee when courses have been removed from their training history.

YouTube logo Watch training.

10. Send an email reminder to trainees who haven't completed training

You can send an email reminder for all training studies on your Home page, including any training studies created in UMT.

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for a study, and select Open Settings.
  2. Select the trainees who should receive the training email reminder.

    Tip: To select all trainees, select the column-level checkbox on the left in the table. Reminder emails are sent only to trainees who have incomplete training.

  3. From the Manage Users drop-down, select Send Email Reminder.

11. View a report of all assigned and completed training

You can run training reports for all training studies which are assigned to you as a Training Manager.

  1. To run a report:
    1. Sign in to HS Learn - Manager.
    2. On the Home page, click Reports, along the top.
    3. Select Health Sciences Learn Training Report.
    4. On the right, make sure Settings is expanded, and fill in the fields.
    5. Click Run Report.

      Tip: While the report is running, you can navigate away from the Reports page and continue working.

  2. To download a report:
    1. In the lower right, expand Download Reports and locate the report.
    2. Click the Download link.
    3. Select Health Sciences Learn Training Report.

      Tip: To view CSV, HTML, and PDF files, make sure your browser isn't blocking pop-ups.

    4. On the right, make sure Settings is expanded, and fill in the fields.

      Tip: Use a combination between Date Range and Training Status to get the best search results.

    5. Click Run Report.

      Tip: While the report is running, you can navigate away from the Reports page and continue working.

    Reminder: All dates in reports are in the UTC (Coordinated Universal Time) time zone, which corresponds to the Greenwich Mean Time zone.

    Note: Every 12 hours you receive a notification on your email for any completed training in your studies in the previous 12 hours.

YouTube logo Watch training.

12. Change a trainee's name

If your Home page includes training studies created in UMT, you have to change trainees' name in both places: UMT and HS Learn - Manager.

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for a study, and select Open Settings.
  2. Select the trainee.
  3. From the Manage Users drop-down, select Edit.
  4. Modify the details.
  5. Click Save.

13. Check a trainee's training status

You can check a trainee's status for all training studies on your Home page, including any training studies created in UMT.

  1. Sign in to HS Learn - Manager, click the study settings button Study settings icon, a cog for a study, and select Open Settings.
  2. Select the trainee.
  3. On the right, make sure User Training is expanded.

    All training assigned to the trainee is listed. If the user completed the training, the completion date appears. For incomplete training, the date the training was assigned appears.

YouTube logo Watch training.

You're done!


Find out more about HS Learn - Manager

Get more information

See the Oracle Health Sciences HS Learn - Manager documentation library on the Oracle Help Center.

Other resources

Watch short training videos on the Oracle Help Center.

Contact Support

For assistance, contact Health Sciences Cloud Support.

Can't find what you need?

Write to us at clinical_one_feedback_grp@oracle.com@oracle.com.

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