Helpful Tips for Program Administrators

As a Program Administrator, you manage PIMS for your organization. Depending on your responsibilities, you can manage Programs, Courses, Program Leaders, Coaches, Participants, Cohorts, licensing, reporting, audit information, and other organization-level settings.

Your organization can have more than one Program Administrator, allowing administrative responsibilities to be shared among appropriate team members.

How do I log in?

Go to https://pims.talenttransformation.com/ and sign in with your Talent Transformation account using the email address assigned to you in PIMS, normally your organization’s email address.

What can I see on the dashboard?

Your dashboard provides operational information relevant to your responsibilities. Where additional details are available, you can select a metric to view the underlying records.

How do I view or manage Program Leaders?

From the left-hand menu, select Program Leaders. You can open an existing Program Leader to review their information or add a new Program Leader by entering the required information, including a valid email address.

How do I add a Coach?

From the left-hand menu, select Coaches, then select Add Coach. Enter the Coach's name and valid email address. Once added, the Coach becomes available to assign to Courses.

How do I assign a Coach to a Course?

From the left-hand menu, select Courses, then open the Course you want to update. Add the Coach and save your changes.

How do I view Participants?

From the left-hand menu, select Participants. You can view Participants associated with your organization and use search and filtering to locate specific people.

How do I add a Participant?

From the left-hand menu, select Participants, then select Add Participant. Enter the required information, including the Participant's full name and valid email address. You can then add the Participant to an appropriate Course.

Can I import Participants instead of adding them individually?

Yes. You can import multiple Participants using the required CSV format. PIMS validates the import and identifies records that can be created, duplicates, and records containing errors.

Can I review an import before completing it?

Yes. Before completing an import, PIMS displays a preview so you can confirm that fields such as First Name, Last Name, Email Address, Phone Number, and Cohort Name have been mapped correctly.

If you do not confirm the preview, Participant records and Cohort memberships are not created or updated.

How do I organize Participants into Cohorts?

From the left-hand menu, select Participants, then open a Participant record and add the person to one or more Cohorts. You can also assign Cohorts during a Participant import.

A Participant can belong to more than one Cohort. Cohort membership is separate from Course enrollment.

How do I find Participants when there are many records?

From the left-hand menu, select Participants, then use search and filtering instead of browsing the entire list. You can search by Participant name and filter by Cohort to locate Participants more efficiently.

How do I view Programs?

From the left-hand menu, select Programs to view available Programs and their status. You can also search for Programs and filter them by statuses such as Active, Draft, or Archived.

How do I create a Program?

From the left-hand menu, select Programs, then select New Program. You can create a Program from a template or start from scratch. Enter the required information and save the Program after the information has been validated.

Can I customize the names used for Coach and Participant?

Yes. When you create or edit a Program, you can specify the names you want to use for the Coach and Participant roles within that Program.

If you do not provide custom names, PIMS uses the default labels Coach and Participant.

Can I edit a Program after it has been created?

Yes, but only until the first Course has been created from that Program. After a Course has been associated with the Program, its curriculum is locked so later changes do not alter the basis of an existing Course.

Can I archive or restore a Program?

Yes. You can archive a Program that is no longer in active use and restore it later if needed. Archiving a Program does not delete existing Courses or historical results.

Can I delete a Program?

You can delete an unused draft Program only if no Course has been associated with it. Once a Course has been created from the Program, the Program cannot be deleted.

How do I view Courses?

From the left-hand menu, select Courses to view current and historical Courses. The list displays each Course's status and key delivery information.

How do I create a Course?

From the left-hand menu, select Courses, then select New Course. Choose the Program the Course will use and enter the required information, including the Course name, start date, end date, Coaches, and Participants.

You can also add Coaches and Participants after creating the Course.

Can I create a Course before I know who the Participants are?

Yes. You can create a Course without adding Participants and build the roster later. When you subsequently add Participants, PIMS creates the applicable published Activity assignments for them.

How do I add Participants to a Course?

From the left-hand menu, select Courses, open the Course, then select Add Participants. You can search for Participants individually by name or use a Cohort to help identify a group of Participants.

Using a Cohort is simply a way to find and select Participants. The Cohort itself does not become part of the Course.

Can I add several Participants to a Course at once?

Yes. You can select multiple Participants when building or updating a Course roster, so you do not need to add Participants one at a time. You can review the selected roster before saving your changes.

Does PIMS automatically assign Course Activities?

Yes. When you enroll a Participant in a Course, PIMS automatically assigns each applicable published Activity. Unpublished Activities are not assigned.

Can I see how many Activities a Course will contain?

Yes. From the left-hand menu, select Programs, then open the Program associated with the Course. You can view the Activities that will be assigned to each Participant enrolled in a Course using that Program.

Can I see which assessments and online courses are included in a Course?

Yes. From the left-hand menu, select Courses, then open the Course. You can view the assessments and online courses, referred to as Activities, assigned to its Participants.

How do I see whether a Course is progressing as expected?

From the left-hand menu, select Courses, then open the Course. You can review its dates, curriculum, Program Leader, Coaches, Participant roster, completion information, and Participants who have not started or are still in progress.

Can I edit an existing Course?

Yes. From the left-hand menu, select Courses, then open the Course you want to update. You can change Course information and manage its Participants.

If you change the Course end date, it must remain later than the start date.

What is the difference between removing and retiring a Participant from a Course?

If a Participant has not started the Course, you can remove them. This removes their association with the Course while leaving their main PIMS Participant record intact.

If a Participant has already started the Course, you should retire them instead. Retirement ends their active participation while preserving their historical participation, progress, and related records.

Can I review pre-Course and post-Course impact results?

Yes. Once five or more Participants have completed the relevant pre-Course or post-Course impact survey, PIMS calculates the average scores and displays the results graphically. This helps you review and compare changes in impact.

Why might an impact result not appear?

PIMS does not display a Course-level impact measure when five or more Participants have completed the relevant pre-Course or post-Course impact survey. This prevents very small response groups from being presented as meaningful Course-level results.

What Career Interests impact measures can I review?

When Career Interests impact measures are configured for the Course, you can review Interests, Priorities, Connection, Options, Preparation, and Direction. PIMS displays pre-Course and post-Course results separately so you can compare changes.

What Career Readiness impact measures can I review?

When Career Readiness impact measures are configured for the Course, you can review Concern, Control, Curiosity, Confidence, Consultation, and Clarity. PIMS displays pre-Course and post-Course results separately so you can compare changes.