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Support for the SMCR Solution

SMCR Solution

For technical support and assistance with the system setup (steps outlined below) - contact smcrteam@e-learningwmb.co.uk.

For day to day user support for the management of the SMCR using the software is available via smcrteam@simmons-simmons.co.uk..

Administrators Only

How to set up the SMCR Solution system?

The 20 checks and steps to ensure the system is set up correctly for yourself

Follow these steps to get the system up and running - some of the steps refer to the underlying Open Elms system in such cases the functionality in both systems is the same. To use this guide you should have purchased the system and been provided with a custom URL and an administration account login (usually your email).

This document follows the steps taken in the flowchart at the back of your manual - click here to download manual - it has supplementary information that will be useful.

Answer each question proceeding down the screen as the set up process continues to its eventual completion.

1) Is the system installed?

No

Contact smcrteam@e-learningwmb.com for the URL - do check first that payment has gone through for the site and the EULA has been signed.

Yes

Continue.

2) Do you have admin access to the system?

No

Contact smcrteam@e-learningwmb.com and request access - please note only one administrator is set up per company for security reasons. Other administrators can be added by the first administrator but not by support..

Yes

Continue.

3) Is the system suitably branded?

No

Obtain a logo image at least 400 pixels wide by 200 pixels high - it should be no more than 50% larger than these parameters. It should be a transparent PNG file. You can then insert it in the system by following these instructions.

Yes

Continue.

4) Are jobs set up on the system and linked to SMCR Roles?

No

There should be 3 types of jobs set up on the system. Depending upon the business area you are in these should be called: 'Asset Management - Senior Manager', 'Asset Management - Certification Staff' and 'Asset Management - Conduct Rules' OR 'Insurance - Senior Manager', 'Insurance - Certification Staff' and 'Insurance - Conduct Rules.' Your staff are going to be mapped to these jobs so it is important that the F&P Activities are correctly defined within each job. Check the contents of each job if unsure - you can assign any job to your account to check the content contained therein - the video link demonstrates this.

Yes

Continue.

5) Is employee personal data in the system?

No

Import employees by following these instructions. Specific information is given to importing fields relevant to the SMCR Solution.

Yes

Continue.

6) Do people have the correct jobs, assigned the right SMCR Roles and are all departments etc set up correctly?

No

Check the data is as expected, if there are any errors you can always reimport the data to update the database.

Yes

Continue.

7) Do you wish to Set up Single Sign-On (SSO)?

No

Continue..

Yes

Email support@elearningwmb.com your federation data (it's an xml file) to organise a SAML SSO integration - make sure you include your company name and URL of your installation. SAML is a standard for arranging Single SIgn ON - further information can be found here. A integration expert will be in touch to organise the next step in the integration process.

8) Are your Compliance Managers set up?

No

Any system administrators will have access to manage all data (by selecting the 'Compliance Manager' option from the top right drop down menu). In large organisations separate personnel (i.e. 'Compliance Managers' will also need to be set up with responsibility for certain groups, department or personnel). This is done by assigning the appropriate 'Compliance Manager' the appropriate personnel.

Yes

Continue..

9) Do the SMF & Responsibilities reflect your organisation?

No

The default SMR and Responsiblities are defined by Simmons and Simmons but there may be a requirement to customise these for your firm. If this is necessary then this should be done by the administrator of the system prior to launch.

Yes

Continue..

10) Are the SMCR relevant committees in your organisation defined within the system?

No

The membership of committees will be part of your SMCR record and should be recorded on the system for all relevant employees. Before this can be done, all relevant committees and the roles in that committee need to be defined.

Yes

Continue..

11) Are the default emails sent by the system correct?

No

Default emails enable reminders to be sent out by the system which ensures the system is actively used by the learning population. Emails are defined out of the box - these may not always convey the information you want to send out so please check them first.

Yes

Continue..

12) Have you turned on email functionality on the site?

No

By default emails are switched off in the system. Emails must be turned on before you launch the site otherwise passwords cannot be sent out to learners when they first use the system.

Yes

Continue..

13) Do labels match those in your company? e.g. "department", "group", "job"etc.

No

The labels used in the system for parameters may not match those used in your organisation (e.g. you may use the term "Cost Centre" instead of "Department".) To rectify this you can change any of the labels used in the system.

Yes

Continue..

14) Are you happy with the configuration of the system?

No

There are hundreds of ways in which the system can be further configured to suit your organisation. It is recommended you view the video walkthrough for an introduction to these options - don't worry the default configuration is usually fine for the initial launch of the system.

Yes

Continue..

15) Do you want to integrate with other 3rd party systems using APIs?

No

Continue..

Yes

Contact smcrteam@elearningwmb.com with details concerning of the system you want to integrate with and importantly the data you want to read from or write to the system. The SMCR Solution has an extensive API and use the API of other systems, let us know precisely what you want to do and we can suggest and cost a solution for you.

16) Do you wish to add specialist F&P Activities to some accounts (associated with their job function e.g. traders (asset management), analysts (asset management), reinsurance (insurance), delegated underwriting (insurance) etc.)?

No

Continue..

Yes

You can finesse the attributed F&P Activities for each person dependent upon their job characteristics, select the video link for further information as to how to do this.

17) Do you wish to add your own F&P Activities to the system?

No

Continue..

Yes

Add learning resources by following these instructions.

18) Do you know how to manage data once it starts being collected?

No

It is recommended you log in as a manager (if you are an administrator then select the 'Manager' option from the top right hand corner of the screen) and run through the walkthrough videos on the manager interface. The team at Simmons and Simmons (smcrteam@simmons-simmons.com) will be able to help should you require further assistance with this.

Yes

Continue..

19) Are you ready to launch the system?

It is recommended you run through the requirements on this page, should you have any questions please contact support@elearningwmb.com.

Are all relevant staff, managers and administrators set up on the system?

Does the system reflect your organisation's structure?

Are all jobs set up correctly?

Is email functionality switched on in the system?

20) Do you know how to contact learners to let them know the system is ready for launch?

No

There are 3 options available to inform the user population that the system is launched; 1) send out default welcome emails one by one, 2) send out the emails by reimporting the user list; 3) create an email report that contacts all learners or 4) use your own systems for informing people the system is launched.

Yes

You're good to go! Contact your managers (if different personnel) and inform them that the system is now launched. Default welcome emails can be sent to those personnel too.

Compliance Managers

How to manage SMCR within your organisation?

Follow these 5 steps to manage SMCR - this includes all the steps you will need to take as a compliance manager to successfully deal with your SMCR responsibilities and take individuals through to Certification.

Answer each question proceeding down the screen in order to arrive at successful certification.

1) Are Senior Manager Functions and Responsibilities assigned in your Senior Managers and Certification Staff?

No

Senior Managers and Certfiication Staff Members should be identified in your organisation AND Functions and Responsibilities defined (this is the responsibility of the system administrator. You just need to assign Functions and Responsibilities.

Yes

Continue.

2) Are all your SMCR committees populated?

No

You will need to make sure any vacancies on these committees are filled.

Yes

Continue.

3) Have you checked on the validity of any self attestations forms returned by SMCR staff?

No

Any issues identified by self-attestation forms (criminal offences, civil proceedings etc.) need to be addressed to see if they will prevent certification.

Yes

Continue.

4) Have you managed all F&P Activities which require sign off?

No

Some F&P Activities (uploading documents, classroom training, reading documentation etc.) will require a manual sign off to evidence completion of that activity..

Yes

Continue.

5) Do you know how to monitor individuals to see how they are progressing through the SMCR process and certify them once completed?

No

Individuals at work should respond to the SMCR process automatically, but you may need to monitor progress and offer assistance prior to certification.

Yes

Continue.

6) Are you ready to launch the system?

If any of the above does not work please check with your internal system administrator the following things (see The administrator tour at the top of the screen for further information if you are an administrator of the system as well ...

When you log in you have access to the Manage SMCR interface (check the top right hand corner menu to change to a 'Compliance Manager' or 'Compliance Function'.

All relevant staff that you have responsibility are assigned to you.

You have access to the 'Learner' interface as well if you are a Senior Manager or Certification Staff Member under the SMCR.

Frequently Asked Questions

Previous support questions are listed below ...

1) How are automated emails sent out by the system?

Escalation emails are sent once a resource becomes due - these timings are customisable by the administrator, who would navigate to System Setup > Defaults tab > Timings (this is included in the manual sections 7.3.1 & 7.3.2).

For example, an elearning resource has been set to be due after 7 days - so once the resource has been assigned, it will be due in 7 days from that point. Once 7 days has passed, the user will be sent an email notifying them that they have resources due.

If desired, you can also set this email to be sent to the individual's manager when overdue - to do this, as an Administrator, navigate to System Setup > Defaults tab > Emails. Then, select a template and tick the "Copy this email to associated manager(s)"

2) How can I view the results of certifications?

Certification results can be seen by navigating to Review and selecting the "Task Assessment Reports" view.

Additionally, as a compliance manager, you can see new attestation data by navigating to Administer Activity and then selecting the "Attestations" tab.

3) Where can users or managers add additional information they need to disclose as part of an attestation?

Once an attestation has been completed, the learner should be presented with a "Pending assessments" button (blue in colour) when the attestation is selected in the learner view. When pressed, this will take them to a list of issues which they will be able to edit for this purpose.

Additionally, as a compliance manager, you can add/edit this attestation data by navigating to Administer Activity and then selecting the "Attestations" tab.

4) How can I create a report showing learner progress?

This already exists - please see the "training performance" report template within the reporting functionality.

5) What is the difference between learning and an F&P activity?

An F&P Activity can involve learning and other things such as self attestation etc.

Learning can also be added to a person's account but not be an F&P Activity - if it is assigned directly and not through a job.

Basically Learning can be an F&P Activity but it does not have to be depending upon how it was assigned to the learner.

Please contact support@e-learningwmb.co.uk should you have any specific queries relating to these instructions. Note this information is for administration training only. Training for managers etc is in the system accessible via the help buttons on each screen. Should you require further classroom training then please contact sales@e-learningwmb.com for a quote.