Skills and Skill Level sets: create, manage and delete

Introduction

Offering the option of creating courses and training plans with a skill-based approach, the skills framework in LMS365 is an additional way, besides certificates, to reward learners after they have completed a course or training plan.

Upon course or training plan completion, learners will be granted one or more relevant skill(s) of a certain level. Learners will see which skill(s) can be achieved by completing a course or training plan. The learning responsible, on the other hand, can use the LMS365 Skills Framework to estimate learners' current skills and plan their further development.

In this article, we provide you with an overview of the skills and skill level sets features. We will cover the prerequisites to employ the LMS365 Skills Framework, how to create and manage skills and skill level sets, and how to filter and search for skills.

 

How skills and skill level sets work

When creating or editing a course or training plan, you can enable the Skill option to grant learners one or more skill(s) of a certain level when they have completed the training. 

Here is an example of how skills and skill level sets can work in practice:

Your organization starts to use LMS365. To train all employees in using the platform, you create a course called "Introduction to LMS365". For this course, you create and use the skill "LMS365 User" and scale the skill level as "Beginner". Upon completion of this course, learners will be granted the skill "LMS365 User \ Beginner".

Next, you need a certain group of employees to learn how to create and manage training in LMS365. You enroll this group of employees in the course "Creating and managing trainings in LMS365" and grant learners the same skill "LMS365 User" for completing the course but set the skill level as "Advanced". Upon completion of this course, learners will be granted the skill "LMS365 User \ Advanced".

NOTE   

Each training can grant learners several different skills. However, each skill may have only one skill level per training. 

For example, in the course "Introduction to LMS365" you may set two different skills "LMS365 user \ Beginner" and "Online Learning \ Intermediate". However, you will not be able to grant the same skill of different levels "LMS365 user \ Beginner" and "LMS365 user \ Advanced" to learners completing this course, as "LMS365 user \ Beginner" and "LMS365 user \ Advanced" are levels of the same skill.

You can configure skills achieved by completing a course or training plan to be valid for a certain period of time. You can also revoke the skills learners have achieved.

 

Please consult this guide for more details on how to configure skills for courses, and this guide to see how skills are configured for training plans

 

Prerequisites

To be able to use the LMS365 Skills Framework, your organization needs to have a subscription for the Skills Management add-on (note that the LMS365 Skills Framework is included in the Freemium subscription type).

If none of these prerequisites are fulfilled, a notification will guide you to contact your reseller, partner, or the LMS365 License Team for further assistance.

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Managing skills

To manage skills, the user should be a course catalog administrator.

Skills are set on a course catalog level.

To manage skills, navigate to the LMS365 Admin Center. On the left-side panel, under the Skills Framework, select Manage skills. 

 

 

NOTE   

An icon near the Skills Framework menu item means you don't have the required add-on. Please navigate to Prerequisites for more information on this.

 

Creating a skill

To create and add a new skill to a course catalog, follow the steps below:

1) In the LMS Admins Center, go to Catalog Settings > Skills Framework.

2) Choose Manage Skills and select Add Skill.

 

 

3) Fill in the fields in the Add Skill panel:
Name - The field is required. Specify the name of the skill that the learner will receive. The skill name is displayed on course and training plan home pages under Skills and on My training Dashboard under the Certificates and Skills section.

 

 

Skill Level Set - From the drop-down list, select a skill level set, and hereby what different levels you would like to be available for the skill. The Default skill level set is selected automatically. This skill level set includes the levels: Unassigned, Poor, Below Average, Average, Above Average, and Outstanding.
If you would like to add a different skill level set with different levels, either select it from the drop-down list or create a new one in the Skill Level Set section.

The Categories and Tags fields are optional. You can add category(ies) and tag(s) for improved search among other skills.

 

 

4) Select Save to add a new skill to the course catalog.

To find more about how to grant learners a skill upon completing a training via the Skill option enabled, please visit this link.

 

 

Filter and search for skills in the LMS365 Admin Center

On the Manage Skills page, you can:

  • Filter skills using order by Name. Per default, skills are ordered alphabetically by name.
  • In the Search field, type in the skill name, category, or tag to filter skills accordingly.

 

 

  • Select the view eye.png icon to see a list of course(s) and training plan(s) that use the skill. 

 

 

If the skill does not have an eye icon, it can be due to the following reasons:

  • The skill is not used by a training or is not granted to a learner.
  • The skill was in use by a course or training plan and was granted to a learner, but the training was deleted. In this case, you can track the received skill with the training from the learner's transcript.
  • The skill was granted to a learner by a course catalog admin without this learner being enrolled in specific training.

 

Delete a skill from a course catalog

To delete a skill from a course catalog:

1) Navigate to the LMS365 Admin Center > Catalog Settings > Skills FrameworkManage Skills. 

2) Select the relevant skill > from the Edit Skill panel, under Actions select Delete Skill.

3) In the confirmation dialog window, select OK to proceed with the action or Cancel to cancel the action.

 

 

NOTE   

Delete Skill will be disabled if the skill:

  • Is used in a course or training plan, that is published or unpublished, or in progress by learners.
  • Is used in a course or training plan (published, unpublished, or deleted) where the learner has been granted this skill (even though the skill has been revoked).
  • If the skill has been granted to or revoked from a learner without the learner being enrolled in specific training.

 

 

Removing a skill from a course or training plan

If you decide to stop granting learners a skill upon completion of a course or training plan, you can remove the skill from the training.

There are two ways to remove a skill from a course or training plan:

 

a) While editing the training, you can remove a skill from the specific course or training plan:

1) In the Training Management of the LMS365 Admin Center, select the relevant training.

2) From the Course/Training Plan Management panel, select Manage Course/Training Plan Settings.

3) From the Setting section, in the Skills field of the Skill option, delete the skill you want to remove. If the removed skill was the only skill in the course or training plan, you need to select another skill to be able to save the changes as the Skills field is required and can't be left empty. To completely remove the Skill option from the course or training plan, drag the Skill toggle Off and save the changes.

 

 

b) From the Skills Framework in the LMS365 Admin Center, you can remove a skill from several courses and/or training plans at once:

1) In the LMS365 Admins Center, go to the Skills Framework section > Manage Skills.

2) On the Manage Skills page, select the eye icon next to the relevant skill to see all training this skill is used in. 

 

3) Select the course(s) and/or training plan(s) you want to remove the skill from.

4) Select the cross cross.png icon near the skill to delete this skill from the selected training.

 

 

5) In the confirmation dialog window, select OK to remove the skill or Cancel to cancel the action.

As soon as you remove the skill from the training, learners will not be granted it anymore upon training completion, even if the learner was enrolled in the training with a Not Started or In Progress training, when the skill was removed from the course.

However, the previously granted skills of this training remain unchanged in the learner's records.

 

Granting and revoking skills

When you create or edit training, you can configure skills settings, including setting a fixed date, or a certain amount of time after completion of the course or training plan, in which the skill(s) will be revoked. Is the Skill option is enabled, the skill will be automatically granted to learners who has completed this training.

Additionally, you can grant and revoke skills to/from specific learners in the following ways:

  • From the Users page:
    • You can grant skill(s) to learner(s) even if the learner isn't enrolled in a course or training plan that grants this skill.
    • You can revoke skill(s) of learner(s).
    • From the View Learner's Progress, you can manually complete a course or training plan for a learner. This learner will automatically be granted a skill if the training has the Skill option enabled. 
    • From the View Learner's Progress, you can manually delete a learner's training progress. The skill(s) granted for this training will change status from Valid to Planned.

Managing skill level sets

Skill level sets are sets of levels that are used to define the degree of skills that can be achieved by learners - for example: beginner, intermediate, and advanced.

Each skill will have a specific skill level set attached that will define at which levels this skill can be acquired. 

In the LMS365 Admin Center, you can add, edit, and delete skill level sets.

You can add multiple skill level sets to a course catalog. However, there can only be one Default skill level set. The default skill level set will be used for all skills, unless a different skill level set is selected by the admin. 

 

Adding a skill level set

To add a new skill level set to a course catalog, follow the steps below:

1) Navigate to the LMS365 Admin Center

2) From the left-side panel, under Catalog Settings > Skills Framework, select Manage Skill Level Sets

3) Choose +Add Skill Level Set and fill in the fields on the Add Skill Level Set panel:

 

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Name - Create the name of the skill level set. This name will only be visible in the LMS365 Admin Center while the admin is creating or managing skill level sets or adding a skill level set to a skill. This field is required.

Is Default - Define if the skill level set should be the default one. Drag the On toggle to set the skill level set as the default skill level set. There can only be one default skill level set in a course catalog.

The skill level set with the 'Is Default' toggle enabled is marked with Yes in the Default column on the Manage Skill Level Sets page and is used as a default one for the current course catalog until changed.

 

 

Levels - Define the number of the levels and the names of the levels for the skill level set. To add a new level, select the +Add New Level button. To delete an extra level, select the cross icon near the relevant field.

By default, there are three levels per skill level set. The minimum number of levels in a skill level set is one.

Provide a name to each level of the skill level set. For example, you decide to have three levels in a skill level set: basic, average, and advanced. Enter these names in the fields.

 

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The level name goes along with the skill name and is visible to learners and administrators. Learners will see it on course and training plan home pages, for training that grants a skill with this skill level set, and on My Training Dashboard under the Certificates and Skills section.

 

 

To define the order of the levels in the set, drag-and-drop them in the required order. The same order of the levels will be dispalyed when selecting the skill level along with the skill.

 

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When the admin is applying the skill and its levels during course or training plan creation or editing, the skill levels will be displayed in the defined order of the skill level set.  

 

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4) To save the created skill level set, select Save. To discard and close the window, select the close icon at the top right corner.

 

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Editing and deleting a skill level set

To edit a skill level set, follow the steps below:

1) Go to the LMS365 Admin Center > Catalog Settings > Skills Framework > Manage Skill Level Sets

2) From the Manage Skill Level Sets page, select the skill level set you want to edit or delete.

3) From the Edit Skill Level Set panel, introduce the required changes in the relevant fields: change the skill level set name or the level names, add new levels, or delete existing ones, reorder the levels.

 

NOTE   

You can't delete, modify, or drag and drop a level of a skill level set if the skill it is part of:

  • Is used in a course or training plan, that is published or unpublished, or in progress by learners.
  • Is used in a course or training plan (published, unpublished, or deleted) where the learner has been granted this skill (even though the skill has been revoked).
  • If the skill has been granted to or revoked from a learner without the learner being enrolled in specific training.

This level will be greyed out and unclickable.

 

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To delete a skill level set, on the Edit Skill Level Set panel, under Actions, select Delete Skill Level Set.

In the confirmation dialogue box, select OK to continue the process. Select Cancel to cancel the deletion.

 

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NOTE   

Delete Skill Level Set is disabled if the skill level set:

  • Is used as the Default one. First, you need to set another default skill level set by selecting a skill level set and enabling the toggle Is Default.
  • If the skill level set is part of a skill that is used in a course or training plan (published or unpublished) that is completed or in progress by learners.
  • If the skill level set is part of a skill that is used in a course or training plan (published, unpublished, or deleted) where the learner has been granted this skill, even if the skill is revoked.
  • If the skill level set is part of a skill that has been granted to or revoked from a learner without the learner being enrolled in specific training.

 

Tracking and reporting on skills

LMS365 allows both admins and learners to keep track of skills and their status.

How admins can see learners' skills

Reports on skills can track and downloaded in multiple ways:

1) In the LMS365 Admin Center, via the Users page Microsoft 365 global admin and course catalog admin can either:

  • Track a specific learner's skills and download the report in a PDF file by going to the LMS365 Admin Center > Users > select the relevant learner > and View Learner's Transcript. Please find more information on viewing a learner’s transcript here.

2) From the Line Manager Dashboard, line managers can:

 

How learners can see their skills

Learners can see their planned, valid, and revoked skills in multiple ways:

1) From My Training Dashboard:

2) On course and training plan home pages, learners will see the skills granted by the course or training plan in question in the Skills section. If learners have already completed the course or training plan, they will see the skills they have achieved when they completed the training.

3) On the course catalog page, they can search for and filter trainings according to the skills the training grant upon clompletion.

 

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