General - Hierarchy
Academy: An Academy is an educational environment within a company, consisting of all its employees as well as all the educational material and tools required for employees’ training and for admins’ ability to manage everything related to training.
Organizational structure: The organization’s hierarchy within its Academy. Different departments, divisions, and locations can be created and represented by above-units and units. The structure can be a pyramidal or matrix hierarchy. Once designed, employees can be assigned to above-units or units. Jobs can also be created and assigned to employees in order to apply rules when it comes to assigning courses and having permissions within training.
Unit: A Unit is the smallest organizational structure made up of employees. Units represent locations, stores, or business units.
Above Unit: An Above Unit is a collection of employees that is larger than a Unit. An Above Unit can either refer to an physical location or to virtual groupings, such as an arbitrary grouping of Units into a single Above Unit. Above Units represent areas, organizations, and people connected to Units.
Job: The different roles individuals have anywhere in the hierarchy. Jobs are not Academy wide; they have to be associated with a specific Unit or Above Unit. An individual can have multiple jobs at multiple different Above Units and Units.
Roles: Roles are predefined jobs in the Academy. They include:
- Administrators: Administrators have the ability to make adjustments to the Academy itself as well as anything within it.
- Training Managers: Training Managers are able to build and manipulate the training infrastructure but are not allowed to adjust the Academy in any other way.
- Content Managers: Content Managers can create folders and subfolders in the library and set access rules for those folders. They can also create and adjust training content within the infrastructure provided to them by the Administrators and Training Managers.
- Professional Instructors: Professional Instructors are authorized to set a price to courses. No one else can see the Set Price field on the course management panel.
- Hourly Workers: This is a special permission set that simply designates the user as a non-salaried, hourly worker, and it is used for limiting access to specific courses.
Curriculum: A series of courses in one place. Curricula are offered on the basis of asynchronous training.
Course: A course is a shell to which various training steps can be added. Courses are offered on the basis of asynchronous training.
You have the option to add to your courses the following different types of course steps:
- Lecture: Individual step within a course. A lecture can be a video, a document, a SCORM file or even a web link.
- Exam: Exams are the quizzes an instructor can create within a course. They can only be found within courses as individual steps among lectures.
- Poll: Polls allow users to express their thoughts concerning specific questions. Polls can be made available to a specific course or group, or to a part of the Academy as a standalone poll.
- On-the-Job Training: On-the-Job Training tasks allow you to set up various steps that need to be done in the presence of an instructor. You can verify the completion of the steps and keep track of them in UKG Pro Learning.
- Event – In-class Training: Training that takes place in a classroom with an instructor. It can also be referred to simply as an Event. In-class training is synchronous training.
- Event - Live Sessions: Training that takes place via web conference. Live Sessions are a form of synchronous training.
Certificate: A certificate is awarded when a course or curriculum is completed and can be downloaded and printed from each user’s profile.
Onboarding: The training schedule for all new employees as well as for employees that change jobs within the company.
Private Course/Curriculum: If the course is in Private mode, only people who either receive an invitation or are assigned to the course can see it. Even if those invited share the invitation link with others, they won't be able to see the course.
Public Course/Curriculum: If your course is in Public mode, everyone in UKG Pro Learning can see it. You can choose to publish the course only for certain groups of people.
Assignment: A member of an Academy may be assigned to a course or curriculum by a Head of Above Unit, Unit Manager, Training Manager, Administrator, or by the course’s Instructors. Assignments can be allocated to either specific employees (Individual Assignment) or to a group of employees based on their job and location (Advanced Assignment).
Enrollment: Members of an Academy can enroll in a course or curriculum if they have the necessary permissions.
Events don’t have to be connected with a course or curriculum. You can create Standalone events (In-class training or Live Sessions) that take place independently of training material.
Credits: Credits are awarded in recognition of an employee attending a course for a specific number of hours.
Badges: Training managers and admins can award custom badges to Academy members. These can also be automatically awarded to members when they complete a curriculum.
Groups: A group is a community within the Academy created for a specific group of employees to share info and discuss various topics.
Content Library: Files stored in a place similar to an electronic library. The Content Library can include folders and subfolders for file organization.
Leaderboards: Users are able to see where they stand within the Academy. This stimulates continued interest in learning. Users have the chance to be featured on their corporate leaderboard and earn rewards.
Skills: Configure your Academy with Skills Management to associate skills with appropriate jobs and courses.
Business Impact: A tool to measure the impact of training on various Key Performance Indicators (KPIs).
Key Performance Indicators (KPIs): KPIs are important for all companies to monitor the performance of various sections within their organization. Admins can set up any KPI required, categorize it, and upload data from third-party apps.