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Contents Overview ........................................................................................................................................................................................................................................................... 2

Getting Started ................................................................................................................................................................................................................................................ 2

E-Learning Course Offering for a new course or new version ............................................................................................................................................................ 4

E-Learning Course Offering for an existing version ................................................................................................................................................................................ 5

Instructor-Led Classroom Course Offering ............................................................................................................................................................................................. 6

Instructor-Led Webinar Course Offering ............................................................................................................................................................................................... 12

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Overview

• Offerings must be created for all courses, whether e-learning or instructor-led, for them to be viewable by learners in the Learning Catalog

• Offerings can only be created after the course has been approved by a Content Approver

• A notification will display in Workday after your course has been approved - An e-learning course will have only one offering as it has unlimited capacity for enrollment - Instructor-led training (classroom or webinar) can have multiple offerings Multiple offerings will be various sessions of the same course For example, a Safety course can be offered in various locations at various times

Follow the steps below to create offerings.

Getting Started 1. Log in to Workday 2. Click Notifications 3. Locate and click on the notification for your course

• If the Content Approver sent your course back for edits: - Review comments - Make edits - Click Submit - Click Done to route course for review again

After you receive approval continue with step 4

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4. Click the Details link in the notification

5. Click on your course name

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E-Learning Course Offering for a new course If you created a new e-learning course 1. Click Schedule

2. Click OK

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E-Learning Course Offering for an existing or a new version Whether you updated an existing version or created a new version: 1. Click Update Offering to Version Note: • Typically, you keep the same version for minor

changes such as typographical error fixes • You create a new version for major changes that

make your content significantly different from the previous version When you update offering for a new version, the previous version is automatically closed. You can see people enrolled in different versions by reviewing the Learning Enrollment Report

2. Click OK

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Instructor-Led Classroom Course Offering Before you start: • Ensure that any instructors and locations you need to add to the offering have been added to the course • Remember, when you make any edits to a course, it is routed for approval to Content Approvers If your course has an instructor-led classroom course and you received approval for a new or edited course: 1. Click Schedule

If you need to create a new offering for an existing course, for example, you may need to create new offerings for a White Belt instructor-led class, follow the steps below: 2. Do one of the following to locate the course - Key in LRN: Course Name, for example White Belt in

Workday Search bar - Press Enter - Select Course

OR - Click Learning Admin worklet - Click Schedule Offering under Roster Management - Locate your course

OR

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3. Click Schedule

4. Modify the course offering number as described in the

Course Naming, Numbering, Description Guidelines Note: Appending additional information in the course offering number will help differentiate between multiple offerings in your completion reports 5. If needed, modify Minimum, Maximum and Waitlist

Capacity

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Note: You can modify the auto-enrollment field in the offering. It can be different than your selection in the course for this field.

6. In the Instructor Led Details section: a. Select Primary Instructors b. Select Primary Location – you can only select one

location for an offering Note: • These instructors and locations will display in the Learning

Catalog • The names of these instructors and location will be pulled

from the list of Allowed Instructors and Locations you specified in Course Details

• If you need to add any new instructors to the offering, you’ll need to edit your course, to add them

• Use the Edit Course Job Aid, to learn how to edit courses • Remember, whenever you edit a course, it will be routed to

a Content Approver for approval For example:

• You created the Six Sigma course with 16 Allowed Instructors and 50 locations.

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• For the offering, you’ll choose your Primary Instructors from the 16 Allowed Instructors

• You’ll select one Primary Location from the 50 Allowed Locations

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7. In the Instructor Led lesson: a. Select an Instructor for this lesson

Note: • You should select one of the instructors you identified as

the Primary Instructors for this offering • If needed, you can select more than one instructor, for

example, one instructor may be responsible for attendance b. Specify the Location

Note: • The location should be the same as the one you selected as

the Primary Location. Leave Room option blank • Do not use the Ad hoc location because it doesn’t display in

the offering that the users see. It displays at the lesson level, which isn’t very useful for the learner

For example: • You created the Six Sigma course with 16

Allowed Instructors and 50 locations • For the offering, you selected 2 Primary

Instructors from the list of 16 Allowed Instructors. For the lesson, you’ll choose one instructor from the 2 Primary Instructors

• For the offering, you identified a location. For the lesson, you should select the same location

c. Specify the Start and End Date/Time d. Specify the Time Zone e. Provide any additional details, such as classroom

number in the Additional Details field f. Click OK

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Note: Instructors do not get notified by Workday about classes/webinars they have been assigned to teach. However, after ILT offerings are created they can view their Schedule from the Instructor Dashboard. As a Learning Admin, you should notify the instructor or requestor using your shared email box that their course offering has been created.

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Instructor-Led Webinar Course Offering If your course has an instructor-led webinar course: 1. Click Schedule 2. Modify the course offering number as described in the

Course Naming, Numbering, Description Guidelines Note: Appending additional information in the course offering number will help differentiate between multiple offerings in your completion reports

3. If needed, modify Minimum, Maximum and Waitlist Capacity

Note: You can modify the auto-enrollment field in the offering. It can be different than your selection in the course for this field.

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4. In the Instructor Led Details section, select Primary Instructors Note: • These instructors will display in the Learning Catalog • The names of these instructors will be pulled from the list of

Allowed Instructors you specified in Course Details • If you need to add any new instructors to the offering, you’ll need

to edit your course, to add them • Use the Edit Course Job Aid, to learn how to edit courses • Remember, whenever you edit a course, it’ll be routed to a

Content Approver for approval • For a webinar, you don't need a location

5. In the Instructor Led /Webinar lesson: a. Key in the Title b. Select an Instructor for this lesson

Note: You should select one of the instructors you identified as the Primary Instructors for this offering

c. Provide the Webinar URL d. If needed, provide any Login Details for users to

access the webinar e. Specify the Start and End Date/Time f. Specify the Time Zone g. Provide any additional details, such as classroom

number in the Additional Details field h. Click OK

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Note: Instructors do not get notified by Workday about classes/webinars they have been assigned to teach. However, after ILT offerings are created they can view their Schedule from the Instructor Dashboard.

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Version History

Task Date Owner Created job aid 12/10/2018 M.G Updated pg. 4 with information about scheduling new offering when creating new course or version.

08/29/2019 M.G

Added information on pg. 5 about updating offering when updating existing course version.

08/29/2019 M.G

Added information on pg. 6 to add any new instructors and locations in course prior to scheduling an offering.

08/29/2019 M.G

Added information on pg. 6 to locate an existing course for creating offerings, helpful for CI courses.

08/29/2019 M.G

Added information in section E-Learning Course Offering for an existing version

11/15/2019 M.G

Added information in Instructor-led course section about ad hoc locations Added information in Instructor-Led Offering section about locating the course using Roster Management in Learning Admin worklet

Dec. 19 2019 M.G