SCORM Library. XStream Software Inc. 1 Rideau St., Suite 700 Ottawa, Ontario K1N 8S7 CANADA.

Transcription

1 XStream Software Inc. SCORM Library 1 Rideau St., Suite 700 Ottawa, Ontario K1N 8S7 CANADA info@xstreamsoftware.com All contents copyright 2013 XStream Software Inc. All rights reserved. SharePoint is a registered trademark of Microsoft Corporation.

2 Table of Contents Product Overview... 4 Product Installation... 5 Supported Systems...5 Installation Prerequisites...5 Installing the Product...6 Activating the Product License... 7 Creating a New SCORM Library in Your Site... 9 Uploading Courses to a SCORM Library Getting Access to a Course Selecting a Free Course Purchasing a Course Specifying the PayPal Merchant ID How to Buy a Course Getting a Course Assigned by an Owner/Contributor Editing the User Assignments for a Course Playing/Launching a Course Event Scheduling with XStream ILT Creating an Event

3 Managing Presenter Availability Site Owner: Adding Users to the Presenters SharePoint Group Site Owner/Contributor: Reserving Time Slots for Presenters Presenter: Self-Managing Your Availability Managing Event Locations/Venues Creating a Scheduled Instance of an Event Editing User Assignments for a Scheduled Event Self-Registration/Cancellation for Scheduled Events Accessing the Events Page as a Regular Site Member Viewing Details for a Scheduled Event Self-Registering for a Scheduled Event Self-Cancelling Your Registration for a Scheduled Event Changing the Status of a Scheduled Event Prerequisites Creating/Adding Prerequisite Statements Reports Admin Reports Personal Reports Steps for Generating a Report

4 Product Overview XStream SCORM Library (XSL) allows you to add libraries of SCORM courses to any SharePoint site, and then make those SCORM courses available to site members for playback and tracking. With the XSL product installed and activated in a SharePoint site collection, SharePoint Site Owners and Contributors can add multiple SCORM Libraries to their SharePoint sites. In a SCORM Library, a site owner (or a site member with Full Control or Contribute-level permission) can upload and store multiple SCORM courses. Depending on its defined properties, a SCORM course may be available for learners to purchase (i.e., learners must buy the course before they can access it), or it may be available for learners to access at no cost. In addition, a site owner/contributor has the capability to manually assign a course to individual learners (regardless of whether the course has an associated fee). Once a learner buys/selects a course (or has it manually assigned to him/her by a site owner/contributor), he/she has immediate on-demand access to the course and can play it at any time. Each learner has access to a personal My Content repository, which contains all the learner s purchased/assigned courses. XSL also includes analytics functionality for tracking of learning progress, scoring trends, and other user metrics. Site owners/contributors can generate a variety of statistical reports on all users and courses, while individual learners can generate personal status reports on their purchased/assigned courses. XSL can also be bundled with the XStream Instructor Led Training (ILT) module. XStream ILT supports event scheduling and registration. It allows any SharePoint site owner/contributor to create, schedule, and customize events of all types (such as instructor-led training sessions, classrooms, meetings, seminars, conferences, etc.). For each event that is created in the SharePoint site, the owner may schedule one or more instances of that event. For each scheduled event, the owner may assign users as attendees of the scheduled event (as well as remove user assignments). In addition, the owner may allow users to self-register for (or cancel registration to) any scheduled event. For more information, see the section on Event Scheduling with XStream ILT later in this guide. NOTE: This guide assumes that the reader has a working knowledge of Microsoft SharePoint, particularly with respect to managing SharePoint Sites, Groups/Users, and Permissions. For information on all the features and tools in Microsoft SharePoint, click the button within SharePoint. You can also visit Microsoft s website t o access SharePoint help articles at -ca/sharepoint-foundation-help/ (URL is subject to change). 4

5 Product Installation Supported Systems SharePoint Foundation 2010 and SharePoint Server 2010 Operating System: Windows 2008 Server. SharePoint Server: SharePoint Foundation 2010, Microsoft SharePoint Server 2010, Standard or Enterprise. Other Server Software: SQL Server 2005 or Installation Prerequisites The following are the necessary prerequisites for the successful installation and use of the XStream SCORM Library and XStream ILT products: 1. For a Workgroup-based SharePoint installation, the following set of conditions must be satisfied: a) The user installing the product must be a SharePoint Farm Administrator. b) On the machine where the XStream SCORM Library and/or ILT product is being installed, the user performing the installation should be logged in as the same user who performed the original SharePoint installation on the machine. This user should be a member of the machine s Administrators group. c) The User Account Control (UAC) feature on the machine should be turned off. Alternatively, if you prefer not to disable UAC, then you must run the application setup with the Run as Administrator option. 2. For a Domain-based SharePoint installation, one of the following sets of conditions must be satisfied: a) The user installing the product must be a SharePoint Farm Administrator and a Domain Administrator. As a Domain Administrator, the user will have permission to install the product from either of the farm's Web Front End (WFE) servers. OR 5

6 b) The user installing the product must be a SharePoint Farm Administrator. If the user is logged in as a normal domain user (i.e., not a Domain Administrator group member) who performed the original installation of the SharePoint Farm, the user can install the product provided he/she satisfies the following conditions: i. The user should be a member of the Administrators group on the specific WFE machine where the product is being installed. (It is not necessary for the user to be an administrator group member on the other WFEs.) ii. The User Account Control (UAC) feature on the machine should be turned off. Alternatively, if you prefer not to disable UAC, then you must run the application setup with the Run as Administrator option. Installing the Product Extract the application setup files from the.zip file (which you downloaded from XStream Software s website or received via ). Note that this.zip file contains setups for both the XStream SCORM Library and XStream Instructor Led Training (ILT) products. To install the XStream SCORM Library product, double-click the XStreamSLInstaller.exe file in the XSL folder. This action launches the installation wizard, which will guide you step by step through the entire installation process. To install the XStream ILT product, double-click the ILTInstaller.exe file in the ILT folder. This action launches the installation wizard, which will guide you step by step through the entire installation process. Important Notes - On the Deployment Target screen of the wizard, you must select the desired SharePoint site collection(s) (under Web Applications) where you want to install the product. - Keep in mind that the trial version of the product will only function for a limited period. You must purchase and activate a valid product license if you want to continue using the product beyond the initial trial period. For more information, see the section on Activating the Product License later in this guide. 6

7 Activating the Product License To obtain and activate your product license: 1. Install the trial version of the XSL or ILT product to a SharePoint Site Collection. 2. Go to your SharePoint Central Administration page (e.g., on the server that is running SharePoint, click Start Administrative Tools SharePoint Central Administration). Click the license management link under XStream License Center as shown below. 3. The XStream License Center page is now displayed as shown in the example below. This page allows you to centrally manage licenses for all the XStream SharePoint products installed in your SharePoint environment. Click the appropriate link to go to the licensing page for XStream SCORM Library or XStream Instructor Led Training (ILT). 7

8 4. The XStream SCORM Library or XStream Instructor Led Training (ILT) licensing page is now displayed as shown in the example below. Under License Activation, click the Generate Key button to generate a license key. 5. Copy the license key and paste it into an . Within the , you should also specify your company details and the number of server licenses you wish to purchase. Send the to info@xstreamsoftware.com. 6. After receiving your and processing your purchase, XStream Software will you a license file (.LF). Note that this license file will be applicable only within the server farm where you generated the license key. 7. Return to the product licensing page. Under License Activation, click the Choose File button, and then browse and select your license file. 8. Click the Validate button to validate the license file. 9. You can now activate the license on any server shown in the list under Server Selection. For any server in the list, simply click the corresponding Activate link in the Activate/Deactivate column. 8

9 Creating a New SCORM Library in Your Site SCORM Libraries can be created in any SharePoint site that has the XSL product activated. To create a new SCORM Library in your SharePoint site: 1. Log in to the SharePoint site as an owner (or a site member with Full Control or Contribute-level permission). 2. From the Site Actions drop-down menu, select More Options. 9

10 3. In the Create dialog box, select the XStream SCORM Library library type, and then click the Create button. 4. A form for entering details about the new SCORM Library is now displayed. 10

11 Configure the following details for the new SCORM Library: Name and Description Enter a name and description for the SCORM Library in the fields provided. Navigation Select Yes if you want a link to the SCORM Library to appear on the Quick Launch menu, or select No if you don t want the link to appear. Document Version History Select Yes if you want to maintain a document version history for the content files in the SCORM Library, or select No if you don t want to maintain such a history. 5. Click the Create button. The new SCORM Library is now created and appears as shown in the example below. 11

12 Uploading Courses to a SCORM Library You can add any number of SCORM courses to your SCORM Library. All SharePoint site members with permission to access the library will then be able to purchase/select these courses for playback and tracking. IMPORTANT NOTE: XStream SCORM Library only supports SCORM v1.2. Other versions of SCORM are not currently supported. In order to be uploaded and played in a SCORM Library, a course must be packaged in SCORM v1.2 format. To upload a SCORM v1.2 course to your SCORM Library: 1. In the library, click the Add New SCORM Course link, or click the Upload Course button on the Documents tab. NOTE: To upload courses to the SCORM Library, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add New SCORM Course link or Upload Course button in the SCORM Library. 2. The Upload SCORM Course form is now displayed. Fill out the form by entering appropriate data in the various property fields as required. The properties are as follows: Upload Course Select the SCORM v1.2 course to upload. Click the corresponding Choose File button to display the Open dialog box. In the dialog box, browse and select the desired SCORM v1.2 course package (.ZIP)* from your system, and then click the Open button. 12

13 *NOTE: The SCORM v1.2 course must be in ZIP format. The.ZIP file should contain the content folder for the SCORM v1.2-compliant content package, which incorporates the imsmanifest.xml file, the course metadata file, the Scripts subfolder, and the Lessons subfolder (incorporating all the SCO files for the content package). Content Title The title of the course. Description A brief description of the course. Tags Specifies descriptive tags/labels for the course (for search purposes). Tags are useful when searching for a particular learning content matter within a large repository of content. Learning Objective The stated objective/purpose of the course. Duration The estimated length of time required to complete the course. Select the desired denomination from the Time Denomination drop-down box to express the entered value in minutes, hours, days, weeks, months, or years. Credits Specifies whether the use of credits is enabled for the course. This option is deselected by default. If you choose to enable this option (by selecting the Credits checkbox), you must enter a value in the corresponding field. This value represents the number of credits that a user will receive upon successfully completing the course. Fees Specifies whether the use of fees is enabled for the course. This option is deselected by default. If you choose to enable this option (by selecting the Fees checkbox), you must enter a fee amount (in dollars) in the corresponding field. This value represents the purchase price of the course. NOTE: If you enable the Fees option (and specify a fee amount greater than $0.00), it means that users have to pay the specified purchase price (via an online PayPal transaction) before they can access the course. If you do not enable the Fees option, it means that users can access the course at no cost. Start Date Specifies whether a start date is defined for the course. This option is deselected by default. If you choose to enable this option (by selecting the Start Date checkbox), you may specify the start date and time using the controls provided. NOTE: By default, if you specify a start date/time, the course becomes hidden and cannot be seen by users before that time. However, if you wish, you may change this default setting so that the course is visible to users even before the start date/time. Under Hide Before Start Date? select either Yes (the default option) or No. 13

14 End Date Specifies whether an end date is defined for the course. This option is deselected by default. If you choose to enable this option (by selecting the End Date checkbox), you may specify the end date and time using the controls provided. NOTES By default, if you specify an end date/time, the course becomes hidden and cannot be seen by users after that time. However, if you wish, you may change this default setting so that the course is visible to users even after the end date/time. Under Hide Before End Date? select either Yes (the default option) or No. By default, if you specify an end date/time, assigned users are still able to play/launch the course even after that time. However, if you wish, you may change this default setting so that the course cannot be played after its end date/time. Under Allow Content to be Launchable? select either Yes (the default option) or No. Attempts Specifies the number of times a single assigned user is allowed to access the course. From the drop-down box, you may choose Unlimited (the default option) or any value from 0 to Once you are finished filling out the form, click OK. The course will now be uploaded to the SCORM Library. NOTES You can view the properties of an uploaded course by selecting View Properties from the course s shortcut menu (as shown in the example below). 14

15 You can edit the properties of an uploaded course by selecting Edit Properties from the course s shortcut menu (as shown in the example below). Note that to edit course properties, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Edit Properties option on the shortcut menu. Getting Access to a Course Any SharePoint site member with permission to access a SCORM Library will be able to access the courses uploaded to that library. There are a few different ways that a course may be accessed (depending on the properties defined for the course). A user may be able to select the course from the library for free, or he/she may have to buy the course (by making an online payment via PayPal). Alternatively, a site owner/contributor can manually assign the course to users. 15

16 Selecting a Free Course If the Fees property of a course is not enabled (or if the Fees property does not specify a price value greater than $0.00), it means that the course is available for free. As shown in the example below, a free course is listed in the SCORM Library with a price value of $0.00. To access a free course, simply click its corresponding Buy link. This action will immediately add the course to your personal My Content repository (as shown in the example below). 16

17 Purchasing a Course If the Fees property of a course is enabled and specifies a price value greater than $0.00, it means that the course has to be purchased (via PayPal) in order to be accessed. As shown in the example below, a course that has an associated fee is listed in the SCORM Library with its specified price indicated. Specifying the PayPal Mer chant I D To process and transfer online payments for course purchases, XStream SCORM Library supports the PayPal e-commerce system. Therefore, in order to configure a SCORM Library to support online purchasing, a SharePoint site owner (or a site member with Full Control or Contribute-level permission) needs to specify the PayPal Merchant ID for the library. The PayPal Merchant ID is the account to which payments will be credited whenever a user buys a course from the library (via PayPal). NOTE: For complete information on using PayPal (including information on how to set up a merchant account in PayPal), visit 17

18 To specify the PayPal Merchant ID for a SCORM Library: 1. In the SCORM Library, click the Library Settings button on the Library tab. 2. On the Library Settings page, click the XSL Advanced Settings link. 18

19 3. On the XSL Advanced Settings page, enter your PayPal Merchant ID in the field provided, and then click the Submit button. How to Buy a Course To buy a course from a SCORM Library: 1. In the SCORM Library, click the Buy link for the course you want to purchase. 19

20 2. In the fields provided, enter your billing address and shipping address (this information is required to process the transaction in PayPal). Once you have entered the required information, click the Submit button. 3. You will now be taken to the PayPal site. You can pay using your PayPal account (if you have one) or using a credit card or debit card. Follow the instructions to complete your online payment. 4. Once your online payment has been completed and confirmed, you will be returned to the SCORM Library. As shown in the example below, the purchased course is now added to your personal My Content repository. 20

21 Getting a Course Assigned by an Owner/Contributor A SharePoint site owner (or a site member with Full Control or Contribute-level permission) has the capability to manually assign any course to selected site members. This is true regardless of whether a course is free or has an associated purchase price. To assign courses to users: 1. In the SCORM Library, select one or more courses (by clicking the corresponding checkboxes), and then click the User/Group Assignments button on the Library tab. NOTE: To assign courses to users, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the User/Group Assignments button in the SCORM Library. 21

22 2. This action displays a dialog box for selecting the site members to whom you want to assign the course(s). Use the SharePoint people picker to select users. Once you have selected the desired users, click OK. 3. The selected courses are now assigned to the selected users. Each user will be able to access the assigned course(s) in his/her personal My Content repository. Editing the Us er Assignments for a Course You can edit the user assignments for a course by selecting View Assignments from the course s shortcut menu (as shown in the example below). 22

23 The View Assignments option displays a dialog box listing all the users currently assigned to the course (as shown in the example below). To unassign users from the course, simply deselect their corresponding checkboxes, and then click OK. NOTE: In order to edit the user assignments for a course, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will only be able to view the list of assigned users (but not edit it). 23

24 Playing/Launching a Course All of the courses that you select or buy from SCORM Libraries (as well as any courses that get assigned to you by a site owner/contributor) are available in your personal My Content repository. As shown in the example above, each course is listed by course name, learning objective (if any), start and end dates (if any), and current status (e.g., Not Attempted, In Progress, Completed). To launch a course, simply click the associated Play button. Event Scheduling with XStream ILT XStream Instructor Led Training (ILT) supports event scheduling and registration. It allows any SharePoint site owner/contributor to create, schedule, and customize events of all types (such as instructor-led training sessions, classrooms, meetings, seminars, conferences, etc.). For each event that is created in the SharePoint site, a site owner/contributor may schedule one or more instances of that event. For each scheduled event, a site owner/contributor may assign users as attendees of the scheduled event (as well as remove user assignments). In addition, a site owner/contributor may allow users to self-register for (or cancel registration to) a scheduled event. IMPORTANT NOTE: You may or may not have access to the XStream ILT Event Scheduling features. You will only have access to these features if you chose to bundle the XStream ILT module with your purchase of XStream SCORM Library (XSL). 24

25 Creating an Event To create an event: 1. Click the Events link on the Quick Launch menu. 2. On the Events page, click the Add button. NOTE: To create or modify an event, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 3. The New Event form is now displayed. Fill out the form by entering appropriate data in the various property fields as required. The properties are as follows: Event Title The title of the event. Event ID The unique ID code for the event. Learning Objective The stated objective/purpose of the event. Enable Credits Specifies whether the use of credits is enabled for the event. This option is deselected by default. If you choose to enable this option (by selecting the Credits checkbox), you must enter a value in the corresponding field. This value represents the number of credits that a user will receive upon attending/completing the event. Fees Specifies whether an attendance fee is required for the event. This option is deselected by default. If you choose to enable this option (by selecting the Fees checkbox), you must enter a fee amount (in dollars) in the corresponding field. Description A brief description of the event. 25

26 Keywords Specifies descriptive tags/labels for the event (for search purposes). Keywords are useful when searching for a particular content matter within a large repository of content. 4. Once you are finished filling out the form, click OK. The event will now be added to the list on the Events page. NOTES To edit the properties for an event, select it (by clicking its corresponding checkbox), and then click the Edit button. To delete an event, select it (by clicking its corresponding checkbox), and then click the Delete button. Managing Presenter Availability Before you can schedule any events, you need to define a list of presenters and when each presenter is available to host/conduct scheduled events. Site Owner : Adding Users to t he Presenters SharePoint Group The Presenters SharePoint group contains all site members who are available to serve as presenters for scheduled events. To designate a site member as a presenter, the site owner must add the member to this SharePoint group. To add people to the Presenters group, you must be a site owner with Full Control permission. For information on how to add people to a SharePoint group, refer to SharePoint s online documentation. 26

27 Site Owner /Contribut or: Reserving Time Slots for P r esenter s A site owner/contributor can reserve time slots for any presenter in order to define when that presenter is available to host scheduled events. To reserve time slots for a presenter: 1. On the Events page, select an event (by clicking the corresponding checkbox next to the event name), and then click the View Scheduled Events button. NOTE: To create/modify events or presenter time slot reservations, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 2. On the Scheduled Events page, click the Presenter Availability button. 3. The Presenter s Calendar is now displayed. This is where time slot reservations for presenters are defined and managed. Just like on the default SharePoint calendar, time slot reservations are added as calendar events. Place your mouse pointer over the desired date, and then click the Add button. 27

28 4. The Presenter s Calendar New Item dialog box is now displayed. As shown in the example below, this is where you will enter the details for the presenter time slot reservation as a calendar event. Enter the following details: Title The title of the calendar event. Presenter s Name Select the desired presenter from the drop-down list. You can choose from all the site members who belong to the Presenters SharePoint group. Start Time and End Time Specify the desired time slot by selecting the start time and end time using the controls provided. If you wish to reserve the entire day (without specifying a specific start time or end time), select the All Day Event checkbox. 28

29 5. Click the Save button. As shown in the example below, the time slot reservation for the selected presenter is now shown as a calendar event. 6. You can repeat steps 3 to 5 as many times as desired to add multiple time slot reservations for different presenters. Note that you can edit and delete these calendar events in the same way as you can on the default SharePoint calendar. Presenter : Self -Managing Your Availabilit y If you are not a site owner/contributor, you can still self-manage your own time slot reservations if you are a presenter (i.e., a site member who belongs to the Presenters SharePoint group). When you access the Events page (by clicking the Events link on the Quick Launch menu), you will have access to the Presenter Availability button (as show in the example below). The Presenter Availability button allows you to access the Presenter s Calendar and manage time slot reservations for yourself (but not for other presenters). The process of creating a time slot reservation is described in the previous section of this guide. NOTE: As a presenter without Full Control or Contribute-level permission, you can manage availability for yourself only. In contrast, site owners/contributors can manage the availability of all presenters. 29

30 Managing Event Locations/Venues Before you can schedule any events, you need to define a list of event locations/venues and when each location is available for booking. To reserve time slots for a location: 1. On the Events page, select an event (by clicking the corresponding checkbox next to the event name), and then click the View Scheduled Events button. NOTE: To create/modify events or location reservations, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 2. On the Scheduled Events page, click the Manage Locations button. 3. The Locations Calendar is now displayed. This is where time slot reservations for locations are defined and managed. Just like on the default SharePoint calendar, time slot reservations are added as calendar events. Place your mouse pointer over the desired date, and then click the Add button. 30

31 4. The Locations Calendar New Item dialog box is now displayed. As shown in the example below, this is where you will enter the details for the location time slot reservation as a calendar event. Enter the following details: Title The title of the calendar event. Location/Room Select an existing location from the drop-down list, or enter a new location. Start Time and End Time Specify the desired time slot by selecting the start time and end time using the controls provided. If you wish to reserve the entire day (without specifying a specific start time or end time), select the All Day Event checkbox. If you wish to make it a recurring reservation (so that the location is reserved at the same time on a daily, weekly, monthly, or yearly basis), select the Recurrence checkbox. 31

32 5. Click the Save button. As shown in the example below, the time slot reservation for the selected location is now shown as a calendar event. 6. You can repeat steps 3 to 5 as many times as desired to add multiple time slot reservations for different locations. Note that you can edit and delete these calendar events in the same way as you can on the default SharePoint calendar. Creating a Scheduled Instance of an Event For each event created, a site owner/contributor can schedule one or more instances of the event (i.e., a scheduled event occurring at a particular time and place). Site members may be subsequently assigned as attendees for these scheduled events. To create a scheduled event: 1. On the Events page, select the event for which you want to create a scheduled instance (by clicking the corresponding checkbox next to the event name), and then click the View Scheduled Events button. 32

33 NOTE: To create a scheduled event, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 2. On the Scheduled Events page, click the Add button. 3. The New Scheduled Event form is now displayed. Fill out the form by entering appropriate data in the various property fields as required. The properties are as follows: Scheduled Event Title The title of the scheduled event. Scheduled Event ID The unique ID code for the scheduled event. Description A brief description of the scheduled event. Learning Objective The stated objective/purpose of the scheduled event. Event Date The date of the scheduled event. You may specify the date using the controls provided. Start Time The time at which the scheduled event will begin. You may specify the time using the controls provided. End Time The time at which the scheduled event will end. You may specify the time using the controls provided. Duration The duration of the scheduled event. You can express the entered value in minutes, hours, days, weeks, months, or years. Self-Register or Self-Deregister If the Allow Users to Self-Register or Self-Deregister for this Scheduled Event checkbox is selected, it means that site members will be able to perform their own registrations/cancellations for the scheduled event. For more information, see the section on Self-Registration/Cancellation for Scheduled Events later in this guide. Keywords Specifies descriptive tags/labels for the scheduled event (for search purposes). Keywords are useful when searching for a particular content matter within a large repository of content. 33

34 Presenter Name Specifies the presenter who will be conducting/hosting the scheduled event. Click the button to display a list of all the presenters who are available to host this scheduled event. As shown in the example below, select the desired presenter from the list (by clicking the corresponding checkbox next to the presenter name), and then click OK. NOTE: The system generates the list of available presenters by checking the Presenter s Calendar and detecting which presenters (if any) are indicated as available within the timeframe of the scheduled event. For information on creating presenters and scheduling their availability on the Presenter s Calendar, see the section on Managing Presenter Availability earlier in this guide. Location/Room Specifies the location/venue of the scheduled event. Select an available location from the drop-down list. NOTE: The system generates the list of available locations by checking the Locations Calendar and detecting which locations (if any) are indicated as available within the timeframe of the scheduled event. For information on creating locations and scheduling their availability on the Locations Calendar, see the section on Managing Event Locations/Venues earlier in this guide. Max Seats The maximum number of seats available for the scheduled event. You may specify Unlimited (the default option) or a set number of seats. 34

35 Session Status The current status of the scheduled event. This is a read-only field that cannot be edited. The status of the scheduled event is designated as one of the following: Open The scheduled event is open and accepting registrations. Users may be registered or deregistered for the scheduled event. This is the default status type for each new scheduled event created. Completed The scheduled event is completed and no longer accepting registrations. Users may not be registered or deregistered for the scheduled event. Cancelled The scheduled event is cancelled and no longer accepting registrations. Users may not be registered or deregistered for the scheduled event. NOTE: The status of a scheduled event can be manually changed by a site owner/contributor. For more information, see the section on Changing the Status of a Scheduled Event later in this guide. 4. Once you are finished filling out the form, click OK. The scheduled event will now be added to the list on the Scheduled Events page. Editing User Assignments for a Scheduled Event Site members may be manually assigned to (or unassigned from) a scheduled event. A site member will be able to view information for each scheduled event that is assigned to him/her. NOTES In addition to being assigned to (or unassigned from) scheduled events by a site owner/contributor, site members may also be able to perform their own registrations and cancellations for scheduled events. For more information, see the section on Self-Registration/Cancellation for Scheduled Events later in this guide. 35

36 Site members can only be assigned to scheduled events that have Open status. If a scheduled event has a status of Completed or Cancelled, then user assignments will not be permitted for that scheduled event. For more information, see the section on Changing the Status of a Scheduled Event later in this guide. To edit the user assignments for a scheduled event: 1. On the Events page, select an event (by clicking the corresponding checkbox next to the event name), and then click the View Scheduled Events button. This action displays the Scheduled Events page, which lists all the scheduled event instances that have been created for the selected event. NOTE: To create/modify scheduled events, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 2. From the list of scheduled events, select the scheduled event item for which you want to edit user assignments (by clicking the corresponding checkbox next to the scheduled event name), and then click the Assign User button. 36

37 3. This action displays an Assign User dialog box. Select the checkboxes for any site members who you want to assign to the scheduled event, and/or deselect the checkboxes for any site members who you want to unassign from the scheduled event. Once you have made the desired modifications, click OK. NOTES The Assign User dialog box only lists regular site members (i.e., those users who do not have Full Control or Contribute-level permission). The dialog box does not list site owners or site members with Full Control or Contribute-level permission (since these types of users already have full access to all scheduled events and thus do not need to be assigned to them). If the scheduled event has limited seating, then the number of assigned users cannot exceed the number of seats available. 4. The scheduled event is now assigned to (and/or unassigned from) the selected users. Each assigned user will see the scheduled event listed on his/her Events page. 37

38 Self-Registration/Cancellation for Scheduled Events In addition to being assigned to (or unassigned from) scheduled events by a site owner/contributor, it is possible for regular site members (i.e., members who do not have Full Control or Contribute-level permission) to perform their own registrations and cancellations for scheduled events. Accessing the Events Page as a Regular Site Member If you are a regular site member (i.e., you do not have Full Control or Contribute-level permission), then your Events page will display a list of your assigned/registered scheduled events. The page will also list all the scheduled events that allow for user self-registrations/cancellations. As shown in the example above, your Events page will list all the scheduled events that have been assigned to you by a site owner/contributor. In addition to your assigned events, the page will also list all the scheduled events that allow for user self-registrations/cancellations* you can register or deregister for any of these scheduled events as you please. *NOTE: A scheduled event will allow self-registrations/cancellations only if its Allow Users to Self- Register or Self-Deregister for this Scheduled Event property is enabled. For more information, see the section on Creating a Scheduled Instance of an Event earlier in this guide. 38

39 Viewing D etails for a Scheduled Event To view the details for a scheduled event: 1. On your Events page, select the scheduled event (by clicking its corresponding checkbox), and then click the View Details link. 39

40 2. The scheduled event s details page will now be displayed (as shown in the example below). The details page provides various details about the scheduled event, including description, objective, date, start time, end time, duration, name of presenter, location, total number of seats, and current session status. You can click the View All Events button to return to your Events page. NOTE: Depending on the status of the scheduled event, you may be able to register for it (or cancel your registration). For more information, see the sections on Self-Registering for a Scheduled Event and Self-Cancelling Your Registration for a Scheduled Event later in this guide. 40

41 Self -Registering for a Scheduled Event To self-register for a scheduled event: 1. On your Events page, select a scheduled event with a Registration Status of Unregistered, and then click the View Details link. NOTE: Your Events page displays two kinds of scheduled events: those that have already been assigned to you by a site owner/contributor, and those that allow for user selfregistrations/cancellations. Note that a scheduled event will allow self-registrations/cancellations only if its Allow Users to Self-Register or Self-Deregister for this Scheduled Event property is enabled. For more information, see the section on Creating a Scheduled Instance of an Event earlier in this guide. 2. On the details page for the scheduled event, click the Register button to register yourself as an attendee. 41

42 NOTES You can register for the scheduled event only if it has Open status. If the scheduled event has a status of Completed or Cancelled, then user registrations/cancellations are not allowed. For more information, see the section on Changing the Status of a Scheduled Event later in this guide. If the scheduled event has no available seating, you will not be permitted to register for it. You can click the View All Events button to return to your Events page. 3. After successfully registering yourself as an attendee for the scheduled event, you will be returned to your Events page. Notice that the scheduled event now has a Registration Status of Registered. Self -Cancelling Your Registration for a Sche duled Event To self-cancel your registration for a scheduled event: 1. On your Events page, select a scheduled event with a Registration Status of Registered, and then click the View Details link. NOTE: Your Events page displays two kinds of scheduled events: those that have already been assigned to you by a site owner/contributor, and those that allow for user selfregistrations/cancellations. Note that a scheduled event will allow self-registrations/cancellations only if its Allow Users to Self-Register or Self-Deregister for this Scheduled Event property is enabled. For more information, see the section on Creating a Scheduled Instance of an Event earlier in this guide. 42

43 2. On the details page for the scheduled event, click the Cancel Registration button to cancel your registration as an attendee. NOTES You can cancel your registration for the scheduled event only if it has Open status. If the scheduled event has a status of Completed or Cancelled, then user registrations/cancellations are not allowed. For more information, see the section on Changing the Status of a Scheduled Event later in this guide. You can only cancel your own self-registrations. If the scheduled event was assigned to you by a site owner/contributor, then you will not be able to cancel your registration for the scheduled event you can only be unassigned from the scheduled event by a site owner/contributor. You can click the View All Your Registered Events button to view a list of all the scheduled events for which you are currently registered. 3. After successfully cancelling your registration for the scheduled event, you will be returned to your Events page. Notice that the scheduled event now has a Registration Status of Unregistered. 43

44 Changing the Status of a Scheduled Ev ent A site owner/contributor can define the status of each scheduled event. A scheduled event can be designated as Open, Completed, or Cancelled. To change the status of a scheduled event: 1. On the Events page, select an event (by clicking the corresponding checkbox next to the event name), and then click the View Scheduled Events button. This action displays the Scheduled Events page, which lists all the scheduled event instances that have been created for the selected event. NOTE: To create/modify scheduled events, you must be a site owner (or a site member with Full Control or Contribute-level permission). If you don t have the appropriate SharePoint permission level, then you will not see the Add, Edit, Delete, or View Scheduled Events button on the Events page. 2. From the list of scheduled events, select the scheduled event item for which you want to change the status (by clicking the corresponding checkbox next to the scheduled event name), and then click the Change Event Status button. 3. The Change Event Status page for the selected scheduled event is now displayed. Note that each user currently assigned/registered for the scheduled event is listed by name, login ID, and department (if any). You may change the status of the scheduled event by selecting one of the 3 radio buttons provided: 44

45 Open The scheduled event is open and accepting registrations. Users may be registered or deregistered for the scheduled event. This is the default status type for each new scheduled event created. NOTE: An Open scheduled event can be changed to Completed or Cancelled by selecting the Completed or Cancelled radio button. However, keep in mind that an Open scheduled event can only be changed to Completed if the current date is the same as or later than the Event Date specified in the properties for the scheduled event. Completed The scheduled event is completed and no longer accepting registrations. Users may not be registered or deregistered for the scheduled event. For a completed event, the site owner/contributor may specify the attendance status for each registered user (i.e., whether or not the user actually attended the event). 45

46 NOTES Prior to the time of the scheduled event, you can generate a Class Roster report listing all the attendees who are registered for the scheduled event. This report may be printed out and used as a sign-in sheet for the users attending the event. Based on the signatures added to this sheet, you will know which users actually attended the event. You can then set the status of the event to Completed and accurately record the attendance or nonattendance of each user. For information on generating a Class Roster report, see the sections on Admin Reports and Steps for Generating a Report later in this guide. If the scheduled event status is set to Completed, the Attended column is enabled in the user table. For each registered user listed in the table, you may select either Yes or No in the Attended column (thus indicating whether the user attended the scheduled event). A Completed scheduled event can be changed to Open or Cancelled by selecting the Open or Cancelled radio button. By changing a Completed scheduled event back to Open, the site owner/contributor is able to assign/register latecomers (i.e., users who did not get a chance to register before attending the scheduled event) or remove/deregister users who had been mistakenly registered before the scheduled event. After making any desired user registrations or deregistrations, the site owner/contributor can change the Open scheduled event back to Completed. Cancelled The scheduled event is cancelled and no longer accepting registrations. Users may not be registered or deregistered for the scheduled event. NOTE: A Cancelled scheduled event can be changed back to Open or Completed by selecting the Open or Completed radio button. 4. Once you have altered the status of the scheduled event as desired, click the Submit button. 46

47 Prerequisites A site owner/contributor may establish prerequisites for any SCORM course or scheduled event*. A prerequisite represents a specific condition that a user must satisfy before being able to access a course or event. *NOTE: You will be able to define prerequisites for events only if you have access to the XStream ILT Event Scheduling features. You may or may not have access to the XStream ILT Event Scheduling features. You will only have access to these features if you chose to bundle the XStream ILT module with your purchase of XStream SCORM Library (XSL). By specifying one or more prerequisites for a selected course or event, the site owner/contributor is able to control the conditions that must be met by a user before being able to access the course/event. For example, the prerequisites for accessing Course C could be to first complete Course A and Course B. To define prerequisites for a course or event: 1. Access the prerequisite settings for a selected course or scheduled event*. *NOTE: Prerequisites can only be defined by a site owner or a site member with Full Control or Contribute-level permission. To access the prerequisite settings for a course, you first need to go to the appropriate SCORM Library. Each course listed in the library has a corresponding Edit/View link in the Prerequisites column click this Edit/View link to access the prerequisite settings for a selected course. To access the prerequisite settings for a scheduled event, you first need select an event on the Events page and click the View Scheduled Events button this will display a list of all the scheduled event instances that have been created for the selected event. Select a scheduled event from the list and click the Add Prerequisite button. 47

48 2. The Prerequisite Settings dialog box is displayed as shown in the example below. 3. Using the Statement Generator in the dialog box, you may construct, edit, and delete prerequisite statements for the selected course/event. For complete details, see the section on Creating/Adding Prerequisite Statements further below. 4. When you are finished adding/editing prerequisite statements, click the Submit button. The prerequisite statements will be automatically scanned for syntax errors and then saved. 48

49 Creating/Adding Prerequisite Statements The Statement Generator (within the Prerequisite Settings dialog box) is used to create customized prerequisite statements for the selected course/event. To build a prerequisite statement, you must make appropriate selections from the various drop-down fields within the Statement Generator. Once you have made the selections, you will click the Add Statement button to add the specified statement to the text box. The Statement Generator includes the following drop-down fields: SCORM Courses Specifies the course* (from a selected SCORM Library) that is the basis of the prerequisite statement. All of the courses that exist in the selected library are listed in the dropdown field. You may select the desired course from the list. OR Events Specifies the scheduled event* that is the basis of the prerequisite statement. All of the scheduled events that currently exist are listed in the drop-down field. You may select the desired event from the list. 49

50 *NOTE: If you included the XStream ILT module with your purchase of XSL, then both courses and events will be available. If not, then only courses will be available. Element Specifies the type of comparison to be made against the selected course/event. Select one of the following: Progress The element of progress (i.e., whether or not the course/event was completed). Time Taken The element of time taken (i.e., the amount of time taken to complete the course/event). Credits The element of credits earned (i.e., the number of credits earned for the course/event). Operator Specifies the type of logical operator to employ for the statement. The different operators include Equal To, Not Equal To, Less Than, Less Than OR Equal To, Greater Than, and Greater Than OR Equal To. The types of operators available in the drop-down field are dependent upon the type of element selected. Value Specifies the type of value to be used by the operator. Depending on the type of element and operator selected, the available values may include Completed, Incomplete, Not Attempted, or a numeric value. Type Specifies the format of the selected value (if applicable). The available types include Minutes (if the specified value is a time value) or Credits (if the specified value is a credit value). Note that if the specified value is anything other than a numeric value, the type will be specified as N/A (Not Applicable). Once you have made your selections in the Statement Generator and clicked the Add Statement button, the resulting prerequisite statement will be added to the text box. You may add as many different prerequisite statements as required. NOTES To edit a prerequisite statement, select it from the text box by clicking it. Make the necessary modifications by selecting from the different drop-down fields, and then click the Update Statement button to update the statement. To delete a prerequisite statement, select it from the text box by clicking it, and then click the Remove Selected Statement button. In a SCORM Library, a regular site member (without Full Control or Contribute-level permission) can view the prerequisites for any course by clicking the corresponding Edit/View link in the Prerequisites column. The site member will be able to view the prerequisites, but not modify them. 50

51 Reports Site owners/contributors can generate a variety of statistical reports on all users, courses, and events, while individual site members can generate personal status reports on their own purchased/assigned courses and assigned scheduled events. Admin Reports The following admin reports are only available to site owners and site members with Full Control or Contribute-level permission: XSL Reports Personal Details and Completed Learning Report Displays detailed information about the SCORM courses completed by selected users. Course Progress/Score Report Displays the progress status of assigned users on selected SCORM courses. Course Progress/Score - Detailed Report Displays the progress status of assigned users on the individual lessons/scos within selected SCORM courses. This report essentially provides a more detailed breakdown of the information contained in the Course Progress/Score Report. ILT Reports (only available if the XStream ILT module is included) Personal Details and Completed Learning Report Displays detailed information about the scheduled events completed by selected users. Class Roster Displays a list of all the users/attendees registered for one or more selected scheduled events. NOTE: The Class Roster report is designed to be printed out and used as a sign-in sheet for the users attending the actual event. Once the event is over, a site owner/contributor can change the status of the event to Completed and, based on the information from the sign-in sheet, accurately record the attendance or non-attendance of each user. For more information, see the section on Changing the Status of a Scheduled Event earlier in this guide. Monthly Training Status Report Displays a list of one or more selected scheduled events that were completed during a selected month and year. 51

52 History of Scheduled Event Attendance Details the scheduled event attendance of selected users. Transcript Report Displays a list of the scheduled events completed by selected users within a selected date range. List of Users and Credits Earned Details the credits earned by users for selected scheduled events. Personal Reports Any site member can generate the following personal reports: XSL Reports My Completed Learning Report Displays detailed information about all the SCORM courses completed by you. My Courses - Detailed Report Displays your progress status on the individual lessons/scos within selected SCORM courses. ILT Reports (only available if the XStream ILT module is included) Completed Scheduled Events Report Displays your attendance and credits earned for all the completed events for which you are registered. 52

53 Steps for Generating a Report To generate a report: 1. Click the Reports link on the Quick Launch menu to access the reports section. NOTE: If you are a regular site member (without Full Control or Contribute-level permission), you will not see the Admin Reports. 2. Select the desired report by clicking it. 53

54 3. Depending on the particular report selected*, search filter options may now be displayed. *NOTE: Search filter options are only available for certain reports. If there are no search filter options available, the report will be generated at this point. See step 4 below. The search filter options allow you to customize the targets of the report. As shown in the example below, you can choose to target the report at all users/courses/events or only a select grouping. Once you have selected the targets of the report, click the Generate Report button to generate the report. 4. The report is now generated and displayed as shown in the example below. 54