My Team Manager

Overview

"My Team Manager" is the supervisor page of the Team Management feature in VTA Learner.

Team Management is a tool that allows organizations to group a set of related items together (a Team Management Group, or TMG) and provides Primary Supervisors an efficient way to apply a Risk Level Rating and a Student’s Preferred Language.

The "My Team Manager" menu option is only visible if you are set as the Primary Supervisor for a person.

Approved ratings can potentially update a Student's Team Assignments, which in turn can update their training requirements on the My Plan page in VTA Learner.

Items can be set as:

"Can be Managed" - Allows Supervisors to adjust ratings as needed.
"Cannot be Managed" - Does not allow Supervisors to select a rating; it is set as "Required".

The terms "My Team Manager", "My Managed Teams", "Team Management Group" or "Primary Supervisor" may be re-labeled by your organization. Contact your System Administrator with further questions.

Select Group

A student can be associated to more than one TMG.

Use the Select Group drop-down to select the Group you want to load to the grid.

Filter

Show

The Show filters are used to control which students appear in the list of available students.

All - Select to show all students, regardless of the draft or approval status.
In-Progress Drafts - Show only assessments with saved changes, but not approved.
Students Never Approved - Show only assessments that have never had an approval for this TMG period, including those with Drafts in-progress.

The 'In-Progress Drafts' and 'Students Never Approved' options will only filter the available students when using the Get Students button. They are not used by the Apply Filter button. If your grid is already loaded with students and you then wanted to filter out students using one of the 'Show' options, you would have to click Get Students again and select from the updated available students list. See below for more information about using those buttons.

Students Per Page

You can choose to display up to 5 selected students on a grid page.

If you select more students than your grid allows, they will be presented over several grid pages.

There are grid paging options just above the top-left corner of the grid.

Choose Filters

A Primary Supervisor may have several people associated to a TMG.

To see all available students in the "Select student below" box that are associated to the selected TMG, select "All" (from "Choose..." drop-down) and click Get Students.

To see a sub-group of available students, you can add any of the following filter types (from "Choose..." drop-down) to reduce the number of students returned:

All - Selects everyone you are associated to that have that TMG.
Department - Select one or more from valid values.
Job Title - Select one or more from valid values.
Position - Select one or more from valid values.
Work Area - Select one or more from valid values.
Team - Select one or more from valid values.
First Name - Use "Like" or "Is Not Like" option and enter text to filter.
Last Name - Use "Like" or "Is Not Like" option and enter text to filter.

Once your filters are selected, click Get Students.

You can use the Clear button to remove all filter selections.

Selecting Students

Once students are listed in the Select student below box, you can:

Click Select All to the right of the box to select every student listed.
Click on a name to select it.

Once selected, you can:

Click Clear to the right of the box to de-select all selected students, if needed.
Click Apply Filter below the box to load the selected students to the grid for the selected TMG.

Once you click Apply Filter, the Filter section will collapse. You can re-open it at any time by clicking the + before the "Filter" label.

Export Matrix to Excel

By default, the Export Matrix To Excel section is collapsed. You can open it at any time by clicking the + before the "Export Matrix To Excel" label.

Once students are loaded to a TMG grid, you can export it to Microsoft Excel.

You can select from one of the following "Students" options:

Checked Students - Includes only students selected on a grid page via the student's check box in their Draft column.
This page - Includes everyone displayed on the current grid page.
All students selected in filter - Includes everyone, across all grid pages.

You can select from one of the following "Sort By" options:

Subject Matter Order
Subject Matter Name
Draft Rating

Once you have your preferred "Students" and "Sort By" options selected, click Export.

Items Grid

The Team Management grid will display each TMG Item, for each selected student, including a Current and a Draft column.

Page Navigation

Just above the grid is page navigation. If you selected more students than your grid allows, you can move from page to page using the << < > >> buttons.

Actions

Exit

Returns you to the start of the entire Team Management process. It clear filters, the items grid and starts with new student selection.

No student selection needed.

Copy

Starts the 'Copy' feature. All Draft values for the selected student will be copied to students selected on the Copy window.

Once the Copy window is open, select the students to copy the Draft values to and click the Copy button.

Only one student can be selected for the 'Copy' action to function.

Set Draft to Current

Sets the Draft value to the Current values for the selected students.

One or more students must be selected.

Send Draft for Review

Notifies the selected students that their Draft was saved and is ready for review in Learner (in My Managed Teams).

One or more students must be selected.

Approve

Team Assignment changes will be processed.

All blank cells (left as "Not Yet Assessed") will be set to 'Not Applicable'.

Notification is sent to the selected Students that their TMG was approved and they may have new requirements assigned on their My Plan page.

One or more students must be selected.

Only students with a status of 'Draft Sent' may be approved. The 'Approve' action is only available after the 'Send Draft for Review' action has first been used for the student. If you make a change after the Draft notice has been sent, a new 'Send Draft for Review' action (Draft notice) must be launched for the student before you can approve it.

Reference Links Column

In the first column of the grid, if a group is associated with a Reference Link, a page icon () will be visible to the left of the TMG Name. Clicking it will launch the document.

If an Item is associated with its own Reference Link, a page icon will be visible on its row. Clicking it will launch the document.

If a group or Item is not associated with a Reference Link, no icon will display.

Tooltip Column

In the second column of the grid, if a group is associated with Instructions, hovering or clicking on the blue information icon () to the left of the TMG Name will display them in a tooltip.

If an Item is associated with its own Item Notes, hovering or clicking on the blue information icon will display them in a tooltip.

If a group is not associated with Instructions or an Item is not associated with Item Notes, then no icon will display.

# Column

The Item Order number is displayed in this column.

You can re-order the grid by Order number by clicking the # header label.

By default, the grid is sorted by Item Order number.

Name Column

The Item Name is displayed in this column.

You can re-order the grid by Name by clicking the Name header label.

Student Columns

Each student column will display a thumbnail of their profile picture. Hovering over it will display the student's contact card.

Each student will have a selection box (at the top of their Draft column). To take an action with the student, they must be selected.

Current Column

The Current column shows the present state at launch of a TMG period or when the last Draft was approved by the supervisor.

The Last Updated date and the student's current Preferred Language is displayed in the column header.

The current state of their Risk Level Ratings are displayed for each Item.

The values in the Current column are updated when a Draft is approved.

Draft Column

Changes made to Preferred Language or Risk Level Ratings in the Draft column are immediately saved (not approved).

You can re-order the grid by Risk Level IF only one student is selected by clicking the Risk Level header label.

If an Item can be rated ("managed"), a drop-down list will display available values. (See the Risk Level Rating Scale Values section below)

If an Item can not be rated (is "mandatory"), "Required" will display (depending on your system's Rating Scale).

Rating Scales values can vary by client system. Your system may use a completely different rating scale. For example, you may see "Mandatory" or "Fixed" instead of "Required".

Risk Level Rating Scale Values

A Rating Scale must be associated to at least 3 levels:

1 - A value for Items when they cannot be managed (i.e., "Required").

2+ - A value for Items when they can be managed (i.e., "High", "Medium", "Low").

Last - A value that is used to disassociate the student from the Item (i.e., "Not Applicable").

Notice "Last" is not numbered as "3". That is because you may include several values between 1 and the "Not Applicable" rating.

Sample Rating Scale

To help explain how they work and discuss what you will see in the Current and Draft columns, let's use the following 5-level Rating Scale as an example:

Required
High
Medium
Low
Not Applicable

Here is how the values would be used in the Current and Draft columns:

Value	Current Column Use	Draft Column Use
Required	Student is already assigned to related Team for their Preferred Language, if available. If it is not available, the student is assigned to the English Team.	Item cannot be managed.
High	Student is already assigned to related Team for the Risk Level for their Preferred Language, if available. If it is not available, the student is assigned to the English Team for the Risk Level.	Item can be managed and updated to associate the student to the Risk Level.
Medium	Same as above.	Same as above.
Low	Same as above.	Same as above.
Not Applicable	Item can be managed. Student TMG review has been approved. Student is not associated to the Item.	Item can be managed. Student can be disassociated from the Item.
New Item	Item can be managed. Student is not associated to any Risk Level for the Item. Item has not yet been approved by supervisor.	Not applicable to Draft column.
Not Yet Assessed	Not applicable to Current column.	Item can be managed. Item has never been updated by the Supervisor.