Contents

3. Human Resource Administration Tools click here

3.1 The Role of the Human Resource Administrator click here

3.2 Logging into the WHMIS System click here

3.3 System Administration click here

3.4 User Administration click here

3.4.1 HR Administrators who need to take WHMIS Training click here

3.5 Adding Users to the WHMIS Training System click here

3.6 Add Employee Confirmation Screen click here

3.7 HRAdmin View User Screen click here

3.8 Human Resource Administrator Summary Report click here

3.2 Logging into the WHMIS System

Human Resource Administrators log into the WHMIS system in much the same way as other users with the following exceptions:

1. HRAdmin accounts must be setup by System Administrators (at MH NewMedia)
2. There is no Login credentials provided on a New User Confirmation Sheet.

(Figure 3.1)

Click Image to enlarge

The Login screen will look like (Figure 3.1) above. If you do not have your Login information you must contact MH NewMedia for an HRAdmin account. Type in your username and password and then click on Go.

3.3 System Administration

The WHMIS training system contains a set of HRAdmin tools to help you administer accounts and to print reports on user’s progress. The screen shown below (Figure 3.2) shows you what the main HRAdmin screen will look like once you have logged into the system.

(Figure 3.2)

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There is a link on this screen to produce a Summary Report and a link to the User Administration section. There is also a link to Logout on this screen.

3.4 User Administration

The WHMIS system requires that users be set up prior to their first login if they are to complete the training. This section will explain the details surrounding adding and modifying user account settings. Click on the User Administration link. You are presented with the screen shown in (Figure 3.3) below.

(Figure 3.3)

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By default the location will be filled in with the Location you are able to administer. The search field allows you to enter in search criteria to look for an existing user account in the WHMIS system. Enter in your search criteria and click Go to see a possible list of matches. You can also use the Alphabet to search for all accounts where the last name starts with the letter you click on. The Letter of the alphabet is the link to do this search.

The listing of results in the user administration screens in WHMIS are all displayed sorted first by Location then alphabetically by name. In the case where there is only one location alphabetically by name. Results will be displayed with 20 users per page of results then next and previous links will come into play for subsequent user lists.

Note: The search tool in the WHMIS system uses a "Contains Search" model and works on "Lastname" or "Employee ID". In English this means that the search will return any records that contain the information you type into the search field. Typing the letter "A" in the search and clicking on GO will return all last names and employee ID’s that "contain" the letter A. In Contrast the alphabetical index will return a "Starts with" results list. This means that all records that start with the letter selected will be returned. Here Selecting the Letter A from the list will return only those employees who’s Lastname "starts with" the letter A.

The results of your search are displayed on the screen in alphabetical order by employee last name regardless of how the search was conducted. The employee Name is underlined to indicate that it is a link to the edit employee screen explained shortly.

3.4.1 HR Administrators who need to take WHMIS Training

At some point it may be necessary for HR Admin users to take the training as well. Administrator accounts will not allow access to the training course. If you are the administrator and wish to take the training course you must set yourself up as a trainee.

HR Admin accounts are not locked out of the WHMIS HRAdmin tools after 30 days. But they are locked out of the training portion of the system after 30 days just like the user level accounts. HR Administrators can re-certify themselves, however, it should be noted that this will use one training seat.

3.5 Adding Users to the WHMIS Training System

The link on the User Administration screen (Figure 3.3) labeled Add New User is used to add a new user to the WHMIS training system.

Note: To prevent double entry of employees the system will use Last name and Employee ID to verify that the employee you are adding is unique.

(Figure 3.4)

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Employee ID field and username are to be checked upon Save to be unique. Page will reload in these instances telling user with small red text next to field in violation that the username/ employee ID is already in use and to select another one. Password is in clear text here and is visible to hr admin entering it. Usernames will default to their employee ID and the password will be randomly generated. Both are changeable if desired.

3.5.1 Add User Fields

Last Name – This field is for you to enter the Last Name of the employee you wish to train and is a required field.

First Name – This field is for the First Name of the Employee and is a required field.

Middle Name – This field is for the middle name

Employee ID – This field is for the unique ID of the employee and is mandatory.

Location – This is a hard coded Location field and will display the default location of the HRAdministrator. HRAdmin’s can only add employees to their own location.

Username – This username field is a unique employee username that employees will use to login to the WHMIS system and is case sensitive. By default the Username will default to be the same as the employee ID but is changeable if desired.

Password – This field will display the password of the employee you are adding to the system and is case sensitive. A button is provided to generate a random password for you or you can make up your own between 6-50 characters. Random passwords are between 8-12 characters in length.

Account Enabled– This field allows you to disable a user so they can not use the training system if needed. The default for this field is enabled. This field also removes the user from all reporting and user searches where the filer is set to show only enabled users. The user would show up under the disabled users. (This field missing copy from /admin/adduser.asp)
Once you have filled out the add employee screen click on the Save link to save the information entered into the system. Clicking on Cancel will disregard any information on the add employee screen.

3.6 Add Employee Confirmation Screen

Upon adding a new employee to the training system you will be presented with an add employee confirmation screen similar to the one in (Figure 3.5) below.

(Figure 3.5)

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There are links on this Screen to perform some administrative functions. These are explained here for your reference.

Print Screen – The Print Screen link on this page will produce the New User Confirmation Sheet needed by employees wishing to log in to the WHMIS system.

Add Another User – The Add Another User link will return the HRAdmin to the Add User screen (Figure 3.4) for quickly adding more employees to the system.

Back To Search – This link labeled Back To Search takes you back to the search screen (Figure 3.3) to administer users already in the system.

Back To Main – This Back To Main link returns you to the main HRAdmin Screen (Figure 3.2) for logout or report printing options.

3.7 HRAdmin View User Screen

The Human Resource Administrator has a view user screen that allows for the rest of the HRAdmin functions to be performed. The screen will look like (Figure 3.6) below. Clicking on a users Name link (Figure 3.3) from the returned search results will bring you to the view user screen.

(Figure 3.6)

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On the view user screen there are links to perform the following administrative tasks.

3.7.1 Re-Certification of Users

This Re-Certify link allows the HRAdmin to schedule an employee for re-certification in WHMIS training. Re-certification is usually done for one of three reasons.

1. The employee is re-certified on WHMIS every year or on a periodic basis determined by company policy.

2. The Employee has Failed WHMIS training and needs to take the training again.

3. A user is required to be re-certified because 30 days lapsed before they completed the testing and their account has become locked

Note: If an employee is to be re-certified in the WHMIS system then Your Company will be billed again for the training. If you are unsure as to whether or not paying for a second attempt at certification due to failure is the best option please consult with the employee in question.

Re-Certify Link – The re-certify user link will start a new table test row and there will be no first login date for this row. The previous test row is marked DNF (did not Finish) if it is not passed. Users can only be re-certified if they have passed, or failed the training system, or 30 days have lapsed resulting in a DNF status. Users currently in training can not be re-certified. Any user who is re-certified in the system is billable again.

3.7.2 Printing Certificates

The Print Certificate link allows you to print out an employee’s most recent certificate of completion. You may wish to print out a certificate for inclusion in an employees file for future reference. It is recommended that you do this because when an employee re-certifies for any reason the previous certificates can only be obtained from the System Administrators at MH NewMedia. Employees taking the WHMIS training are also encouraged to print out a personal copy of their certificate upon completion of the Training for their own records. This can be done without the help of an HRAdmin.

3.7.3 Printing User Login Credentials

The Print Screen link allows you to print the employees account information. This screen is identical to the Add Employee Confirmation Sheet printable upon completion of a new user account. The main difference here is that the credentials can be completed for employees at any time not only following addition of a new employee.

3.74 What to do If an Employee Loses Their Login Credentials or Can Not Login to the WHMIS Training System

The WHMIS training application allows HRAdmin users the ability to print out another copy of the user’s login credentials. This is done from the View User Screen. (Figure 3.6). If a user loses their Login information or has forgotten their password you can retrieve this information for them by printing the view user screen. Click on the Print Screen link to accomplish this..

Note: Never give out copies of a users login credentials to anyone other than the employee who has requested the re-print of this information. Always confirm that the employee wishing to obtain the re-print is the employee matching the login credentials you are handing out. Verify Name and Employee ID for security reasons.

If an employee still can not login to the WHMIS training system with the re-print of the Login Credentials Sheet please contact MH NewMedia to troubleshoot the user account. Make sure you have a copy of the View User screen with the complete Name and Employee ID of the user in question ready when you call.

Note: Employees who are having login problems usually have forgotten or misplaced their login credentials. This problem is quickly solved by re-printing their login sheet. This is a time sensitive issue and employees with this problem should be fixed as soon as possible because employees have 30 days from their first login to complete all the training or the system will fail them. This results in the need to re-certify users and pay for their training again. It is very important that all users understand the 30 day deadline to complete training once they have successfully logged into the system the first time. Before their first successful login users can not fail training.

If an employee still can not login to the WHMIS training system with the re-print of the Login Credentials Sheet you can use the edit user screen to troubleshoot the user account. Make sure you have a copy of the View User screen with the complete Name and Employee ID of the user in question ready when you proceed to the edit user screen. Click on the Edit User link to proceed to the edit user screen.

Note: Employees who are having login problems usually have forgotten or misplaced their login credentials. This problem is quickly solved by re-printing their login sheet. This is a time sensitive issue and employees with this problem should be fixed as soon as possible because employees have 30 days from their first login to complete all the training or the system will fail them. This results in the need to re-certify users and pay for their training again. It is very important that all users understand the 30 day deadline to complete training once they have successfully logged into the system the first time. Before their first successful login users can not fail training.

The HRAdmin edit user screen has been left out of the manual as it is being worked on right now. It will be sent over today for review before the sign-off meeting. This will affect the method by which user admin takes place on the HRAdmin section.

3.8 Human Resource Administrator Summary Report

The Summary Report tool in the WHMIS training application is exclusively designed for the use of the HRAdmin users. Employees who are not HRAdmin users will not be able to view or run the summary reports. The Global Administrators at MH New media can also view and run the Summary reports for troubleshooting purposes in the event of a problem. From the System Administration main screen (Figure 3.2) click on the Summary Report link to get to the Summary Report Screen seen below (Figure 3.8). The report will default to the location that you are an HRAdmin for and today’s date. You will not be able to run Summary Reports for other locations. You can also filter the report by Active users, de-activated users or all users using the dropdown next to the status dropdowns.

(Figure 3.7)

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Possible scoring on this report is as follows: F = failed this user did not pass the WHMIS training. They have registered 3 failed attempts at one segment. A passing user’s percentage score is displayed. DNF = a DNF is a user who did not register a pass or a fail and 30 days lapsed. Both failed and DNF users show up on the flagged status report. Re-Certify links only next to flagged or passed users.

The summary now has navigation links to break the report up into pages of 30 users.

3.8.1 The HRAdmin Edit User Screen

The link from the view user screen marked Edit User will bring you to the edit user screen seen below. From this screen you can edit the users various credentials to troubleshoot login problems or correct the settings to match current data on the user.

Click Image to enlarge

The HRAdmin edit user screen is where you can make changes to a user account. This may need to be done because of incorrect data that exists for a user or because you wish to disable a user account.

The Account Enabled field is set to enable by default for all users added to the WHMIS system. If you wish to prevent a user from showing up in the enabled users lists within WHMIS reports and user administration you must uncheck this field. This action will also prevent the user from logging in to take WHMIS training. Once you have edited a user account click Save to save your changes. You are brought to the user confirmation screen. If you wish to ignore the changes made click the Cancel link

3.8.2Summary Report Statuses

The summary report can be run for any date based on user’s status within the system on that date. The various statuses of a user are outlined below.

1. All – This will list all Users and HRAdmin accounts for the Company Location and will be sorted alphabetically by name.

2. Active – Default selection. This is a list of people currently taking training in the WHMIS system. This will list all users at this location that are currently not yet completed training and have a first login date that falls after the date of the report. There will also have been less than or equal to 30 days lapsed since their first login. This report is sorted by start date (Oldest to newest)

3. Completed – This is a list of users who have successfully completed their WHMIS training. As of the date selected users with scores of 75% or higher for all sections of the WHMIS training. Sorted by completion date (Oldest to newest)

4. Flagged – This is a list of user accounts that require the attention of an HR Administrator. As of the date selected the users here have not completed training and greater than 30 days have lapsed since the first login date. Anyone who has failed the WHMIS training will also be listed here. These users are also displayed in red for easy identification.

5. Not Yet Started – This is a list of user accounts that have been setup in the WHMIS system but have not started training as of the date selected. They have no first login date. The NYS report includes the Authorized date field. This column shows when the user was able to start training in the system. The results of this report are sorted by authorized date. (Oldest to newest).

You Enter a Date on which you want to get information regarding the status of accounts in the WHMIS training system in the Date Field provided. Select the Status you wish to report on from the status dropdown field and then click on GO. The screen will refresh and you will have a report containing a list of accounts in alphabetical order by last name.

The other links on the Summary Report perform the following functions.

Back To Main — The Back To Main link will take you back to the System Admin screen (Figure 3.2)

Submit Re-Certification Request — The Submit Re-Certification Request link is detailed below.

3.8.3 Re-Certifying Users

There are three main reasons why a user may require re-certification in the WHMIS training system.

1. The employee is re-certified on WHMIS every year or on a periodic basis determined by company policy.
2. The Employee has Failed WHMIS training and needs to take the training again.
3. The Employee account has become locked because the training has not been completed and 30 days have lapsed since their first login.

Note: If an employee is to be re-certified in the WHMIS system then Your Company will be billed again for the training. If you are unsure as to whether or not paying for re-certification due to failure is the best option please consult with the employee in question.

Clicking on the Checkbox field at the end of a users test row on the summary report will mark that user’s account for re-certification. You can select any user for re-certification that you wish to complete the WHMIS training again from the Summary Report. After you have selected the users that you wish to re-certify from the list you click on the Submit Re-Certification Request link. This will change the users status to not yet started and remove them from the current report.

Note: Users who are currently listed with an active status can not be re-certified. Only users with a status of flagged or completed can be submitted for re-certification. A User who has incorrectly logged out of the WHMIS system on his/her third attempt may not properly show up on the flagged user report they will instead be listed on the active user report. To correct this have the user attempt to log in again at the user login screen. After attempting to log in the user will receive the "Account locked out" error message and the employee will properly appear on the flagged user report.

There are navigation links in the WHMIS training application to simplify administrative functions when dealing with large numbers of user accounts.

The Navigation tool allows you to move to a particular page of the report using the page number box. There are also quick links to First, Previous, Next, and Last pages of the report. The reports will display 30 users per page of the report. Attempting to navigate to a page in the report that does not exist will result in page 1 being displayed. An example of this would be trying to load page 5 of 3.