Transcript of “How to Use Training Website” video

This video will walk you through the current version (as of Fall 2020) of the Training Website at aurora.viu.ca

You will need to login with your VIU credentials just as you would with other VIU protected areas. This is a security measure since there are details of our systems on this site. As with all VIU pages if it's the first time you've been there you will get a little note here to let you know this is how you access the menu.

The landing page has a few key things to take note of: The first one is a direct link to the Employee Portal which houses the HRIS and FIS. Next we have a listing of the many ways you can receive help and support with these systems. The first is through the website. There is the Employee Training on the site menu which we will look at. That's really your jumping off point and where we're going to spend most of our time in this video.

Next is the link to the AURORA_Help@viu.ca email address and that's where you can get information if you have specific questions that you don't see answered here or it can help you with getting customized training for your group or your area.

Then we have personal assistance you can receive depending on whether we are able to see each other face to face. This is where you can see the list of our awesome Tech Champions. And here's a link here for those. And then lastly at InVIU you can see training opportunities where upcoming sessions are posted.

Then we have a brief explanation for the naming of the systems. Then some quick links that will be updated for commonly used items that are accessed regularly. And they will get updated as more functionality is released.
And then we have a little link here that you can go to the Project website and then some News items that will have some specific pieces that are relevant to employees regarding these systems.

You may notice that throughout the website we have what we call "tooltips." They are just little things to help you with some of the acronyms. So if you hover your mouse over the acronyms like this one, you can see a full name spelled out. Like in this case, Human Resource Information System.

Now on to the menu! When you click on the menu you are going to just see a few items: The Overview (which is really the landing page or Home page), Employee Training and then Glossary. The Glossary - if we click on that has an alphabetical listing of the various terms that are relevant to VIU’s new cloud-based information systems. As with all of the items on the website if you click on one of the items then you're going to see a drop down explanation that will appear. If there is a term that you think would be helpful to add to this list, please email the aurora help email address to have it added.

Then we go back to the Menu. So we go to Employee Training and this is where the good stuff is. Clicking on that itself won't get you anywhere, so you need to choose from one of the items under it by clicking on the side arrow here. As you can see, the Overview link will take you back to the main page. We go here and you see we go back to the main page. But if you want to go forward you just click on the arrow. Or Employee Training will bring you to this and then you can see the other items.
 
OK. We see the sub-menu listing the currently available areas and the training materials that are on them. Right now as you scroll down you can see that only Finance itself has a sub-menu. That's because - if we go to that there we can see there are a few items and there will be many more coming up within the Finance modules or FIS.

We go back by clicking the little arrow. We can see also there are some Expenses and Travel and these are Main items here even though they are actually part of FIS or Finance, but since Expenses will likely be accessed often by employees once that module has been rolled out, we have created easy access for it here. Expenses are not going to be live in April, but they will be rolled out in the next phase after that.
This User Groups menu item is for specific groups' training materials.

So let's dig a little deeper into one of these pages. Let’s go to HR & Payroll. So if we click on that, as with most other pages we have a direct link to the Employee Portal right at the top as well as links to the Tech Champs and the help email address. So you always have help and support available on pretty much any page here on the website.

If you scroll down you see the various items in a question and dropdown answer format. In this case there are 2 different categories of items. We have Payroll and then HR. We’ve tried to lay this out in the way that employees will best understand it with the most common items at the top and we are certainly open to feedback!

Here if we look at the first item: “How do I see my Payslips?,” which is definitely the most common question we see, and you can tell here that there is a detailed information as well as screen shots and in some cases there can be short videos along with options or different tips. We are trying NOT to have PDFs since that leads to people downloading them and then there are many, many different versions of different documents floating around. Not that we won’t have any, but we are aiming to streamline training at VIU with the new systems and we're liking the idea right now of having only one location for the training materials. The central location also means the information you see is the most up to date.

If you click on another question, after looking at one, the previous answer closes and the new one opens. This is the case on all VIU web pages with this format. As in all cases, if you click on the VIU logo right over here, you go back to the main VIU.ca website and if you go back to the menu on this page on this page here and you click on the back arrow you go back to the main menu right where you started.

That gives you an overview of how this website will work and as I mentioned it is getting updated all the time. If you go to the landing page you will see the most recent news items down in this section so it's a good idea to check that out any time you pop over here.

So please let us know how we can improve it sending an email of course to: GeneralAccounting@viu.ca

Thanks very much!