TrainingFinder Real-time Affiliate Integrated Network (TRAIN) Administrator Handbook. Version 3.2 (3/26/08) Public Health Foundation

Transcription

1 TrainingFinder Real-time Affiliate Integrated Network (TRAIN) Administrator Handbook Version 3.2 (3/26/08) Public Health Foundation

2 Table of Contents About This Handbook 5 TRAIN Administrative Basics 6 Getting Around TRAIN 6 List Menus 7 Understanding Groups 7 Entering Text 7 Using Communications Features 9 Adding an Announcement 9 Editing a Live Announcement 9 Adding a Discussion Topic 10 Editing a Discussion Topic 10 Adding a Resource Category 11 Editing a Resource Category 11 Adding a Spotlight Link 12 Editing a Spotlight Link 12 Utility 13 ing Course Registrants 13 Using the LCMS (Learning Content Management System) 15 Editing an LCMS Category 16 Adding Non-TRAIN Events to the Calendar 18 Managing Users 20 Account Creation 20 Individual Account Creation by an Administrator 20 Verifying Attendance and Withdrawing Users from Courses 21 Locating User Information 22 Editing User Information 23 User Archives 23 User Upload 24 Batch Registration 25 Assigning Administrative Roles 30 Duplicate Account Manager 32 Finding Duplicate Accounts 32 Approvals 35 Course Provider Approvals 35 Assuring Quality Course Providers 35 Approving Courses from Course Providers 38 Assuring Quality Courses from Providers 39 Approving Registrations to Courses 41 Managing Course Availability 42 Approving Resources 44 2 Public Health Foundation

3 Approving LCMS Items 44 Reports 45 Accessing Reports and Exports 45 Data Exports 46 Creating Reports 46 Viewing and Working with Reports 46 Course Roster Report 47 Evaluation Results Export 48 Ad-Hoc Reporting 50 Finding Ad-Hoc Reporting 50 Adding New Ad-Hoc Reports 50 Designing Ad-Hoc Reports 51 Editing Ad-Hoc Reports 55 Basic Information to Provide to Users 56 How to Create Your Own Account 56 My Learning Record 57 My Learning 57 My Training Plan 59 Transcript 60 Certificates 62 Course Archive 63 My Account 63 How to Search for Courses 65 How to Save Search Criteria 65 TRAIN Calendar 66 How to Register for a Course 66 How to Take Assessments and Evaluations 68 Taking Assessments 68 Taking Evaluations 71 How to Launch a Course for Which You Are Registered 71 How to Post a Review of a Course 72 How to Use the Resource Area 72 How to Use the Discussion Boards 73 Spotlight Links 74 Upcoming Events 74 How to Request the Role of Course Provider 74 What to Do if You Forget Your Password 74 Evaluations and Assessments 75 Creating Course Assessments 75 Creating Course Evaluations 79 Assessment Question Bank 82 Creating and Editing Assessment Categories 83 TRAIN Administrator Handbook v3.2 (03/26/2008) 3

4 Creating New Questions 83 Editing Existing Assessment Questions 85 Managing Evaluations 85 Evaluation Question Bank 85 Creating and Editing Evaluation Questions 85 Creating New Questions 86 Editing Existing Evaluation Questions 86 Users and Assessments 87 Users and Evaluations 89 Managing User Assessments and Evaluations 90 Assessments 90 Evaluations 90 Master Training Plan 92 Finding Master Training Plan 92 Adding a New Training Plan 93 Editing Training Plan Components 93 Assigning and Removing a Training Plan to Users 94 Viewing User Progress 94 Conferences 96 The Conference Wizard 96 Managing and Reporting Conferences 109 The Request Management System (RMS) 110 When to Use the RMS 110 Viewing the RMS 110 Adding an RMS Item 111 Reviewing and Editing RMS Items 112 Keeping up with RMS Items 114 Getting Support 115 Using Help and References 115 Contacting KMi for Technical Support 115 Contacting PHF for Non-Technical Support 115 Appendix A. Sample TRAIN Affiliate Site Administrator Job Description 117 Site Management 117 Communications and Marketing 118 Coordination and Partnerships Public Health Foundation

5 About This Handbook This Public Health Foundation (PHF) handbook will help administrators manage sites affiliated with the TrainingFinder Real-time Affiliate Integrated Network (TRAIN). Major responsibilities of site administrators include processing course provider registrations, managing or entering course listings, and managing access rights of individuals and groups. (See Appendix A. Sample TRAIN Affiliate Site Administrator Job Description.) This guide is not meant for course providers, users, or any other users. PHF has created a separate reference guide for course providers. The Course Provider Reference Guide can be distributed directly to course providers who may be within or outside of the affiliate agency (a PDF file of the guide is available within the TRAIN Resource board it is also ed to all approved course providers). The Basic Information to Provide to Users (p. 56) section includes text that you can copy, adapt, and share with users in your s, presentations, and trainings. This section is also available separately and is available for users to download directly from TRAIN. For more information, refer to TRAIN s online Help feature, Getting Support (p. 115), and training modules for administrators and course providers. New material for the 3.2 release of the handbook is located on pages: 67 (approval codes) TRAIN Administrator Handbook v3.2 (03/26/2008) 5

6 Getting Around TRAIN TRAIN Administrative Basics As the illustration above shows, navigating through your TRAIN website is simple and straightforward. The Navigation Tab Bar appears on virtually every page throughout your site and allows for consistent and easy access of the major areas. As an administrator, your view of TRAIN pages is very similar to the end-user s view with four exceptions: 1. You have access to the Administration area through the appropriate link on the Navigation Tab bar. 2. You will occasionally see the Add button, which indicates that you have the ability to add various types of information. 3. You will occasionally see the pencil icon, which indicates that you have the ability to edit various types of information. 4. If your administrative tasks include approvals, you will receive a notification when you have items waiting to be approved. 6 Public Health Foundation

7 List Menus On various pages throughout the site, users and administrators will encounter left hand side menus. The plus sign (+) to the left of a list item indicates that it is an upper level category; clicking it will reveal subcategories beneath. The minus sign (-) indicates that there are no subcategories. Understanding Groups Administrative List Menu The key to understanding TRAIN is understanding the simple group structure that controls membership. Everyone enrolled in TRAIN belongs to at least one group. With each group membership comes access to different resources including Announcements, Discussion Boards, Resources, and Courses as assigned by an administrator. The group structure illustrated to the right shows three levels, with regions and counties below the state. A user enrolled in Craig County, for example, will be able to see announcements for Craig Group Structure County, the Alleghany region, and Virginia. That same user would not be able to see announcements for other counties or regions. You will also note that this image shows a special-purpose group (called Administrators ) for individuals that you have assigned to be TRAIN site administrators. This type of group is able to maintain secure and private discussion boards, document sharing, and announcements focused solely on the specialized needs of administrators. Administrators are also members of all region and county groups. This manual provides step-by-step instructions for working with group membership, visibility, and administrative roles. Entering Text There are a number of pages on your TRAIN site where administrators and users have the ability to enter blocks of text (examples include: Announcements, Discussion Boards, and Course Descriptions). The text entry form for these pages has the look and functionality of popular word processing programs. TRAIN Administrator Handbook v3.2 (03/26/2008) 7

8 Using this form, you can spell-check, copy and paste, insert pictures, and format text. To see what each of the buttons controls, simply hover your cursor over it to view a descriptive tag. If you have HTML experience, you may wish click on the HTML Mode check box to view and edit the coding behind your text. Entering Text 8 Public Health Foundation

9 Using Communications Features Communications Features allow administrators to post important announcements to groups of TRAIN users. You will need to be logged on to your TRAIN site to use the features described in this section. Adding an Announcement 1. On the Home page, click the Add button to the right of the Announcement bar. 2. On the resulting page enter the announcement title and body text in the appropriate fields. Text is limited to 4,000 characters. 3. If desired, you may also include a Read More Link to an outside website where users can find more information. Be sure to add the entire URL starting with In order to have text displayed as a hyperlink to your Read More URL, you may enter the text in the Read More Link Text field. 4. Set the expiration date. 5. Click on the Visibility tab. 6. Select the groups that you want to have access to the announcement. NOTE: If you click an upper level group all sub-groups will automatically be able to see the announcement. You do not have to select each sub-group. 7. Click Save to finish adding your announcement. Editing a Live Announcement 1. On the Home page, click the pencil icon next to the announcement you wish to edit. 2. Change text or settings as needed. 3. Click the Save button at the bottom of the screen to finish editing the announcement. Editing Announcements Editing an Archived Announcement Announcements are automatically stored in an archive when they expire. You may find this feature useful if, for example, you deal with recurring events with the same basic information. 1. Click the Administration tab located in the Navigation Tab bar. Archived Announcements TRAIN Administrator Handbook v3.2 (03/26/2008) 9

10 2. On the resulting page select Announcements from the menu that appears on the left hand side of the page, followed by Archive. 3. Click the pencil icon next to the announcement you wish to edit. 4. Change text or settings as needed. 5. Click the Save button at the bottom of the screen to finish editing the archived announcement. Adding a Discussion Topic 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select Discussion from the menu that appears on the left hand side of the page. You will automatically be routed to Add/Edit topics, however you may also select this option from the menu. Adding a Discussion 3. On the resulting page, click the Add Discussion button. 4. On the resulting page, enter the discussion topic title and check the Active box if you wish to make the new discussion available for use. 5. Next, click the Description tab and enter a brief description of the discussion topic in the field provided. If you wish to use HTML coding to format your description, check the HTML Mode checkbox. 6. Next, click on the Visibility tab and select the groups you want to give access to participate in the discussion. Writing a Description NOTE: If you click an upper level group, all sub-groups will automatically be able to participate in the discussion. You do not have to select each sub-group. 7. Click Save to finish adding the discussion topic. Editing a Discussion Topic 1. Click on the Administration tab, located in the Navigation Tab bar. Editing a Discussion Topic 10 Public Health Foundation

11 2. On the resulting page, select Discussion from the menu that appears on the left hand side of the page. You will automatically be routed to Add/Edit topics; however you may also select this option from the menu. 3. Click on the pencil icon next to the discussion topic that you wish to edit. 4. Change text or settings as needed. 5. Click the Save button at the bottom of the screen to finish editing the discussion topic. Adding a Resource Category The Resource Category feature allows administrators to add resources to the TRAIN site: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select Resources from the menu that appears on the left hand side of the page. 3. Next, click the Add button. 4. On the resulting page, enter the document topic name title and check the Active box. 5. Indicate whether the category will be a top-level category or whether it should appear as a sub-level category under another topic. 6. Next, click on the Visibility tab. 7. Select the groups you want to grant access to the resources. Adding a Resource Category NOTE: If you click an upper level group, all subgroups will automatically be able to see the resources. You do not have to select each subgroup. 8. Click Save to finish adding the resource category. Editing a Resource Category 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select Resources from the menu that appears on the left hand side of the page. Editing a Resource Category TRAIN Administrator Handbook v3.2 (03/26/2008) 11

12 3. Click on the pencil icon next to the resource category that you wish to edit. 4. Change text or settings as needed. 5. Click Save to finish editing the resource category. Adding a Spotlight Link The spotlight link feature allows administrators to highlight events or links to other websites. Spotlight Links 1. Click the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Spotlight from the menu that appears on the left hand side of the page. 3. On the resulting page, click the pencil icon that appears next to Spotlight. 4. Scroll down and click the Add button. 5. On the resulting page, provide the necessary information. It is not necessary to alter the Window Parameters field. 6. Click the Visibility tab and select the groups that you wish to grant access to view the spotlight link. NOTE: If you click an upper level group, all sub-groups will automatically be able to see the spotlight link. You do not have to select each sub-group. 7. Click Save to finish adding the spotlight link. Editing a Spotlight Link 1. Click the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Spotlight from the menu that Delete, Edit, and appears on the left hand side of the page. Move Buttons 3. Click the pencil icon next to the item you wish to edit. 4. Change text or settings as needed. 5. Click Save to finish editing the spotlight link. 6. To change the order in which the links appear in the Spotlight menu, click the appropriate arrow in the Move column. 7. To delete an item, click the X next to the item you wish to delete. 12 Public Health Foundation

13 Utility The utility allows the administrator to conveniently send an to any number of TRAIN users. The administrator can send a message to selected individuals or to all the members of a chosen group. Sending an to TRAIN Users 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Utilities from the menu that appears Selecting Users on the left hand side of the page. 3. Under Utilities, select Utility. 4. To locate users to whom you wish to send an message, select the group or sub-group to which they belong. 5. All users of the selected group will then be listed underneath the Groups heading. In order to list all members belonging to the sub-groups of your chosen group, check the Show Users in Sub-Groups box at the top of the page. 6. Next, select the checkboxes next to the users to whom you wish to send the message. If you wish to send an to all users of a group, check the All Users box that appears above the listing of users. Compose Your Message 7. Compose your message by completing the Your Address, Subject, and Message Body fields on the provided form. If you wish to use HTML coding to format your description, check the HTML Mode checkbox. 8. Click Submit to send your message. You will be asked to verify the submission. Click Yes to continue. The page will refresh providing you with confirmation that your was successfully sent to all selected users. ing Course Registrants This utility module allows you to conveniently send an to any number of TRAIN users who are registered for a particular course, or courses. This feature is also available to users on the Wait List for a course (however, this must be done from the Course Roster, not the Utility). To use the utility: 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Utilities from the menu that appears on the left hand side. 3. Under Utilities, select Course Registrants. TRAIN Administrator Handbook v3.2 (03/26/2008) 13

14 4. You will be presented with a list of available courses, broken down into pages. To view all courses on one page in one list, simply uncheck the Break into Pages checkbox. The screen will refresh automatically. 5. To add a course to your Selected Courses list, simply click the Add button to the left of the course name. The Selected Courses list represents the pool of courses from which you will be able to select users to receive your . When you have completed your list of Selected Courses, click Next at the bottom of the page to continue. 6. If any of your selected courses are Live Event courses (meaning they contain sessions) you will then be asked to select the sessions from which you would like to pull registered users. Each Live Event Course selected will be displayed with all the course sessions listed underneath the Course Name (see image below). To add all of a particular course s sessions, simply click the Select All button under the Course Name. To select an individual session or sessions of a particular course, simply click the checkbox in the Select All column next to Location Name. When you have a check next to all sessions you wish to include in your search for users, click Next. 7. Now that you have selected which sessions to include, TRAIN will put together a list of all users who have registered for the courses (and sessions where applicable) you have selected. 14 Public Health Foundation

15 8. The list of users will be presented in alphabetical order along with information about their registration, including: Course Name, Date Registered, Course Provider, Course Format, Course Status (in-progress, withdrawn, etc), and Location and Session Date (where applicable). 9. You may either click the Select All button at the top of the page to include all the available users in your , or you may select users individually by clicking the checkbox next to the user s name. By default the user list is broken into pages (10 users per page). To flip from page to page, simply click a numeral link at the bottom of the page. To view all users on one page, simply uncheck the Break Into Pages checkbox. 10. Once you have selected all the users you want to receive your , click Next at the bottom of the page. 11. For verification purposes, all selected users will be displayed in a list at the top of the page. If you need to make any changes to the recipient list, simply click Back and modify the pages of selected users. 12. To send your , simply fill out the Subject and Body forms, add any necessary attachments and click Send Mail. a. To add an attachment, first click the Browse button. b. Find the file you wish to upload in the Choose File window, and click Open. c. Click Upload, next to the browse button. d. Your attachment will upload into TRAIN and be listed under the Attachments text. e. You may continue to add attachments through the same process. If you wish to delete an attachment from the list, simply click the blue X next to the attachment name. 13. A verification message will be displayed indicating that your has been successfully sent. Using the LCMS (Learning Content Management System) Creating an LCMS Category 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select LCMS from the left hand navigation. 3. Next, click the Add Category button. Adding an LCMS Category TRAIN Administrator Handbook v3.2 (03/26/2008) 15

16 4. On the resulting page, enter the LCMS topic name and check the Active box. 5. Indicate whether the category will be a top-level category or whether it should appear as a sub-level category under another topic. 6. Finally, set the Visibility of your LCMS Category and click Save. NOTE: If you click an upper level group, all subgroups will automatically be able to see the LCMS Category. You do not have to select each subgroup. Setting LCMS Attributes Editing an LCMS Category 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select LCMS from the menu that appears on the left hand side of the page. 3. Click on the pencil icon next to the LCMS Category that you wish to edit. 4. Change text or settings as needed. 5. Click Save to finish editing. The LCMS is a custom Learning Content Management System that provides a centralized repository for learning objects. Users have access to a variety of learning objects such as multimedia clips, images, HTML text, and any other objects. Editing a LCMS Category The basic functionality of the LCMS is similar to the Resources module with a few additions: 1. LCMS Content is not directly available to users. The LCMS module can only be accessed by users with a designated LCMS Manager role. 2. LCMS content can easily be linked to HTML links can be used in announcements, resources, spotlight links and course content. 3. Version controls and archiving capabilities store previous versions of content. 16 Public Health Foundation

17 Adding a LCMS Item 1. Click on the LCMS tab, located in the Navigation Tab bar. 2. Next, click the Add button. 3. On the resulting page, enter the LCMS Item name, select the item Category, and add a description for your item. 4. Next, select whether you intend to upload a file, or enter a URL as the source for your item. 5. If uploading a file, simply click the Browse button to find the file on your machine. If entering a URL, simply type in the entire URL into the text area. 6. Finally, set the Visibility of your LCMS item and click Save. Adding an LCMS Item Managing a LCMS Item In order to update your LCMS item, you must first check-out the item for edit. Once you have checked the item out, you are then able to upload a new file or URL that will replace the old item. The newly uploaded file will now be the live version, and will be the file/url that is accessible to users who might have been given a link to the LCMS item. The old version will be kept in TRAIN so that at any point in time you can review past versions of the LCMS item. To Edit a LCMS Item: 1. Click on the LCMS tab, located in the Navigation Tab bar. 2. Click on the LCMS Category where your item is located. 3. Click the pencil icon to open your item for edit. 4. From the Edit LCMS tem page you can: a. Click the Check Out button to check out the item for edit. This will allow you to upload a new file or enter a new URL as your LCMS item. b. Click the Copy to Clipboard button. This will copy the TRAIN-URL of your LCMS item to your computer s clipboard allowing you to paste the location of your item (Ctrl+V) wherever you might need it. Some examples might be: copying the URL into an , adding a Resource with a link to the LCMS item instead of a direct link to the item itself, or adding a Spotlight link using your LCMS item. TRAIN Administrator Handbook v3.2 (03/26/2008) 17

18 5. To view the history of your LCMS item, simply: a. Click the History link from the Edit LCMS Item page. b. Click the Page icon from the LCSM Item Name list after selecting an LCMS Category. 6. The LCMS History page will display an active link to all past versions of your LCMS item. It will also give you the name of the user who established the version as well as the date the version was established, the version number, and the size of the file. Adding Non-TRAIN Events to the Calendar NOTE: This module is only available to state affiliates who have purchased the Calendar. If you have any questions regarding the Calendar please contact PHF. Description The Non-TRAIN Events module allows an administrator to post upcoming events that do not fall into the category of a formal course. These events will be displayed on the Calendar to all users who have the correct group-assignment, based on the Visibility assigned to the event. These events, if assigned solely to the top State level group, will now also be visible to anonymous or guest users of the same state. To Post a New Event First you must access the new Non-TRAIN Events module. To do so: 1. Log on to your TRAIN site. 2. Click on the Administration tab in the Navigation Bar. 3. On the resulting page click on Non-TRAIN Events link in the left-side list menu. To add a new Event: 18 Public Health Foundation

19 1. Click the Add Event button. 2. Fill out all required fields in the form provided (all fields marked with a Red Asterisk are required). 3. Click the Visibility tab and select the Group in order to define which users will be able to see the event. 4. Click Save to submit the event. Viewing and Modifying Events via Administration: All events are entered as Pending and need to be approved by a Non-TRAIN Event Manager before they will be displayed on the Calendar or in the TRAIN homepage Upcoming Events portion. Once a manager approves the Event, the event status will change to Approved and will immediately be displayed to users in the Calendar or in the TRAIN homepage Upcoming Events portion. To view your Events by their status: 1. Access the Non-TRAIN Events module. 2. Check or uncheck the appropriate checkboxes. a. To view events that took place in the past (i.e. Expired Events) make sure the Show Expired Events checkbox is checked. 3. Click Refresh. To Edit a Non-TRAIN Event: 1. Click the pencil icon in the same row as the Event. 2. Make any changes necessary to the forms or visibility settings. 3. Click Save. To Delete a Non-TRAIN Event: 1. Click the blue X icon in the same row as the Event. 2. Click Ok to confirm the deletion. a. Deleted Events will immediately be pulled from view in the Calendar. 3. Click Cancel if you do not want to delete the event. Viewing Events via Calendar All non-train events that have been Approved will be displayed on the Calendar; as of Jan 2008, non- TRAIN events will display in the Calendar for anonymous users if that event is visible at the top State level. Users will only be able to see Events they have access to, based on both their Group assignment and the Event s Visibility Assignment. To view events: 1. Click the Calendar tab in the Navigation Bar 2. Navigate to the appropriate Month or Date. 3. Click the Title of the Event to view the Event Details. TRAIN Administrator Handbook v3.2 (03/26/2008) 19

20 Managing Users Account Creation The TRAIN system presently allows for three forms of user enrollment: 1. Self-registration the user creates an account for him/herself from the login page. 2. Individual registration by an administrator the administrator creates an account for the user in TRAIN. 3. Importation of bulk data from an Excel sheet (See Upload Users and Batch Registration). Individual Account Creation by an Administrator 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Users from the menu that appears on the left hand side of the page. 3. Click the Add User button. 4. Fill out all the information for the user as completely as you can. All fields marked Add User Form with a red asterisk (*) are required fields for adding a new user. The user will be prompted to complete any additional required information during their first TRAIN session. 5. To assign or edit a user s group membership, simply select the Groups tab from the Edit User interface. Then, use the + to the left of the grouping tree to expand the grouping structure. Finally, use the checkboxes to the left of the grouping tree to assign the user to a group. Multiple groups assignments are acceptable; however, this might necessitate that you or the user select which of these groups is their primary groups and which are secondary groups. a. User group assignments will control what content the user has access to (from announcements to learning assets, group assignment determines user availability). Administrators will only be able to assign users to groups for which they (the admin) also have the User Account Manager role assigned; this includes all subgroups of the groups for which the admin has the role assigned. 6. To assign a user s primary group, first, assign the user (as described above) to multiple groups of the same category (e.g., a user might be the nursing coordinator for two different counties and therefore is assigned to two groups categorized as county) and click the Save button. This will cause the page to reload. At the bottom of the page there is now an Edit Primary Groups button. Clicking this button will reveal an option to choose what group is that user s primary group; you can only choose one. When done, click Continue to return to the Edit User interface. 20 Public Health Foundation

21 a. The system is designed to limit the primary group choices to only those necessary. That is to say, it will only consider sets of groups that share a category. If multiple groups share multiple categories and these groups occur at different levels and sublevels within the TRAIN grouping structure, the primary group assignment options will be limited to those groups lowest in the (i.e., those which are most detached from the top level groups categorized as State). NOTE: If a primary group selection is available but is not set by the administrator, that choice will be presented to the user when they login. 7. Assigning user professional roles is entirely similar to assigning user groups; however, user professional roles are not mandatory. Professional roles are located under the Profile tab. a. Some role selections may require you to select additional information from the dropdown menu to the right. b. Like group assignments, if a user is assigned multiple professional roles from the same category, the option will exist to select one of those roles as their primary professional role. 8. Selecting a primary professional role is also similar to the primary group functionality. Within the User Edit interface, at the bottom of page under the Profile tab, there will be (if appropriate) an Edit Primary Attributes button. Clicking this button will reveal a dropdown menu from which you can select a primary professional role for the user. When done, click Continue to return to the Edit User interface. NOTE: If a primary group selection is available but is not set by the administrator, that choice will be presented to the user when they login. 9. Click Save at any time in the Edit User interface to save your progress. Click Save and Back to save your progress and return to the Users list. Click Cancel to return to the Users list without saving. Verifying Attendance and Withdrawing Users from Courses Verifying user attendance to many types of courses will be automated by the TRAIN system. SCORM compliant courses will, by their nature, be tracked if the course provider has set up the appropriate connections with TRAIN. Course providers will also have the ability to enable user self-verification for their own courses if they so choose. Some manual verification by an administrator will, in certain circumstances, be required. There are two methods for manual verification of attendance, one from the user perspective and one from the session perspective. TRAIN Administrator Handbook v3.2 (03/26/2008) 21

22 Verifications and Withdrawals from the User Perspective: There are instances where the Course Attendance Manager will be asked to verify an individual s completion of a course. In order to Verify or Withdraw a user: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page select Users, followed by Verifications from the menu that appears on the left hand side of the page. 3. Select the groups or subgroups in which you wish to search for the user, enter the user s last name in the appropriate field, and click Show Users. 4. The page will refresh with a list of all users matching your search criteria, displayed by both their Login Name and their first and last name. Click the Show Courses button next to the user you wish to verify. 5. On the resulting page, you will have the opportunity of verifying attendance or of withdrawing the user from the course by clicking the appropriate check box. 6. Once you have finished your updates, click Back to save your changes and return to the user list. Verifications and Withdrawals from the Session Perspective: Course Session Managers and Course Providers have the ability to verify attendance or note withdrawals for all attendees of a given session. 1. Click on Administration on the Navigation Tab Bar. 2. On the resulting page, select Courses. The Course List should display as the default submenu. If not, then click Course List from the menu that appears on the left hand side of the page. 3. Be sure the list is displaying Approved courses. If not, check the box next to Approved and click Refresh. 4. Click on the clock icon to view the course sessions, or the Roster icon to view sessions of Live Event courses, or go directly to the Roster for non Live Event courses. 5. If a Live Event course has been selected, locate the session location you wish to view and click on its title. 6. Towards the bottom of the Session Details page, click View/Update the Session Roster. This will bring up a list of all registered users. 7. Select Verified or Withdrawn as appropriate for each user. 8. You may also update/change the Credit Type associated with any registered learner Locating User Information 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Users from the menu that appears on the left hand side of the page. 22 Public Health Foundation

23 3. On the resulting page, you will be provided two methods of locating user information. Locating User Information Locating Users by Group 1. Select the group or subgroup to which the user you are locating belongs. 2. A list of all users belonging to the selected group or subgroup will be listed farther down the page. Searching by Last Name 1. Select the group or subgroup in which you wish to search for the user. 2. If you wish to search all subgroups of a selected group, check the Search Users in Sub-groups box. 3. Next, type the last name of the user you are searching for in the Last Name text field. 4. Click the Show Users button. Any matches will appear in a list farther down the page. Editing User Information 1. Complete the steps outlined in the Locating User Information section on the previous page. 2. Click the pencil icon next to the name of the user whose information you wish to edit. Editing a User s Information 3. On the resulting page, change text or settings as needed. 4. Click the Save button to finish editing user information. NOTE: To remove a user s ability to log into and user TRAIN, uncheck the Active checkbox and click Save. The user s account will then be turned off, and the account will be considered Archived. User Archives 1. Any account that has been de-activated is considered Archived and can be found in the User Archives. 2. To find Archived users, simply click the Administration tab, then Users, then Archive. Finding Archived Users TRAIN Administrator Handbook v3.2 (03/26/2008) 23

24 3. The User Archive functions exactly as the Users module. The only difference between the two is the fact that Users deals with active accounts, while Archive again deals with inactive accounts. 4. To re-activate an account, simply open the user account to the User Edit screen and re-check the Active box. Once you save the change the user will have immediate access to TRAIN and the account will once again appear in the Users module as an active user. User Upload User accounts can also be created through an Excel upload. In order to upload new users into TRAIN simply: 1. Click on the Administration tab located in the Navigation Tab bar. 2. Click Users and then Upload Users. 3. You will first need to download the Upload Template excel sheet, which is provided to you by the Download Template link. 4. The template provides you with all fields that you are able to fill out for each new user account. All fields highlighted in red are required, and the user upload will fail without them. 5. Once you have completed filling out the excel sheet, click the Browse button to locate the file on your computer, and click Open once you have found the file and have it highlighted. 6. Click Upload and Check File. TRAIN will now upload the users into a temporary table, where it will check the validity of the data provided and display a report of all users in the upload. 7. All user accounts that check out will noted by the green New User text in the Check column. 24 Public Health Foundation

25 8. All user accounts that fail will be noted by red text in the Check column which will describe the reason(s) for the account failing. 9. User accounts that already exist will be noted by the green User already exists text. 10. At this point you may either click Create New User Accounts, which will only create the user accounts that passed the check, or click Back to cancel the new accounts and to try your upload again once you have corrected any problems with failed user accounts. 11. All new accounts will receive confirmation letting them know that an account has been created for them on TRAIN. Batch Registration The process of Batch Registration allows a Batch Registration Administrator or Course Provider to register users into a course manually, regardless of the course format or the expired status of the course (an expired course is one that has taken place in the past). This is very helpful for state administrators when it comes to reporting and tracking, as past courses can be entered into TRAIN and then have users Batch Registered into the course, so that the training information is captured as part of all the TRAIN data. In order to Batch Register users into a course or session, simply: 1. Go to the Course List either through the Course Search tab, or the Administration tab. 2. Click on the course name you wish to batch register users into, and then click the Registration tab. TRAIN Administrator Handbook v3.2 (03/26/2008) 25

26 3. If you have the appropriate administrative rights for the course in question, you will not only see the registration button, but you will now see the Batch Register button. For Online courses, there will be just one Batch Registration button. For Live Event courses with sessions, there will be a Batch Registration button for each session. 4. Click the Batch Registration button for the session into which you wish to register users (again, there will just be one button if there are no sessions) to proceed to the Batch Registration screen. Adding Users 1. The first step in batch registering users is to create a list of users to register. There are three ways of adding users to the Batch Registration list, and you are able to use a combination of the three methods to build the list of users to Batch Register into the course. To continue, select one of the following: a. Add Existing User This option allows you to search for users who are eligible to register for the course and add them to the list of users to Batch Register. There are two search options available to you; Simple and Advanced. Simple search mode allows you to find users based solely on their last name and/or their grouping assignment. Simply enter the last name of the user you are looking for, be sure the Search users in sub-groups is checked, and click Search. Or you may highlight a particular group and click Search. This will display a list of all users in the group, and if the Search users in sub-groups box is checked, the list will include all users in sub-groups of the selected group. Advanced search mode allows you to search for users not only by last name and group assignment, but also by first name, login name, , organization, city, country, and zip 26 Public Health Foundation

27 code. Not only that but you may also search for users based on their Professional Role, their Work Settings, or by Demographic information. Simply select the tab you wish to work from, and enter your search criteria. For example, if you would like to register any user who has a Work Setting of Official Public Health Agencies, simply click the Work Settings tab and place a check in the Public Health Agencies checkbox, and click Search. You may use any combination of Advanced information to search for users. Once you click Search you will be presented with a list of all users matching your search criteria. To add a user or users to your Batch Registration list, simply add a check to the checkbox to the left of their Login Name (or click the checkbox at the top of the checkbox column to select all) and click Add Selected Users. You will be redirected back to the Batch Registration page with all selected users added to your Batch Registration List. b. Add New User - This option is only available to users who also have the User Administrator role. The Add New User feature allows you to enter new user accounts individually, as well as assign them to a Group. To add a new user you only have to enter the user s Login Name, First Name, Last Name, , and Group Assignment. All other required information will be collected upon the user s first login attempt. Once you have entered all information for the new user, click Save and the user account will be created and added to the list of users to Batch Register. The user will also receive a notification informing them that an account has been created for them on TRAIN along with additional login information. c. Upload Users This option allows you to upload a large number of users through an excel spreadsheet. You will first need to download the Upload Template excel sheet, which is provided to you by the Download Template link. TRAIN Administrator Handbook v3.2 (03/26/2008) 27

28 The template provides you with all fields that you are able to fill out for each new user account. All fields highlighted in red are required, and the user upload will fail without them. Once you have completed filling out the excel sheet, click the Browse button to locate the file on your computer, and click Open once you have found the file and have it highlighted. Next click Upload and Check File. TRAIN will now upload the users into a temporary table, where it will check the validity of the data provided and display a report of all users in the upload. All user accounts that check out will be noted by the green New User text in the Check column. All user accounts that fail will be noted by red text in the Check column which will describe the reason(s) for the account failing. User accounts that already exist will noted by the green User already exists text these users will not have duplicate accounts created for them, but will have their accounts added to the Batch Registration list of users to register into the course. At this point you may either click Create New User Accounts, which will only create the user accounts that passed the check, or click Back to cancel the new accounts and to try your upload again once you have corrected any problems with failed user accounts. 28 Public Health Foundation

29 After clicking Create New User Accounts the screen will refresh with confirmation of the number of new accounts created, as well as the total number of users available to add to the Batch Registration list. Click Add to Batch Registration to return to the list of users to Batch Register. Any new user will also receive a notification informing them that an account has been created for them on TRAIN along with additional login information. 2. Once you have filled out your Batch Registration list of users, you are ready to complete the final steps of Batch Registration. To complete the process you must: a. Select Credit Type (where applicable) to apply to all selected users during course registration. b. Add a score/percent to the registration (where applicable) to save on the user's transcript. c. If you are entering Verified registrations, check the Verified box on the user record to create the registration as Completed and Verified. The course will be added to user's transcript if Verified is checked, to the user's My Learning if Verified is not checked. To Verify all registrations, simply click the Verified checkbox at the top of the Verified column. d. Choose whether or not the users will receive a notification containing information regarding the registration. To select all users, simply click the Send Notification at the top of the Notification column. You may also select individual users to TRAIN Administrator Handbook v3.2 (03/26/2008) 29

30 receive the , and if no users are selected then no user will receive the notification . e. Once the settings for each user in the Batch Registration is complete, click the Register button to finalize the transaction. The screen will refresh with a message confirming all registrations. f. If you are done with your Batch Registration, simply click Back to return to the Course Details page. Or click Register More People to continue Batch Registering users into the course. Assigning Administrative Roles 1. Complete the steps outlined in Locating User Information. 2. Click the pencil icon next to the user to whom you wish to assign administrative roles. 3. On the resulting page, click the Group Assigning Administrative Roles Roles tab. 4. Select the group or subgroup over which you would like the user to have administrative capacity. 5. Check the boxes next to the administrative roles that you wish the user to have. 6. Click Save to finish assigning new administrative roles to the user. Definitions of Administrative Roles If desired, TRAIN administrative roles may be assigned to individuals or groups to share site management responsibilities or increase access to TRAIN data. Applying administrative roles to others is analogous to providing access to a locked file cabinet containing confidential or proprietary information. Roles should be applied carefully! 1. Accreditation Manager This role allows the manager to add and edit Course Accreditations from the Administration/Courses/Accreditations module. 2. Announcement Manager This role allows the manager to add and edit announcements as well as view the archive of expired announcements. Expired announcements can be re-activated by this manager. 3. Assessment Manager This role allows the manager to add (and edit) Assessments to courses as well as manage their own Assessment Question Bank. 4. Batch Registration Manager This role allows the manager to Batch-Register users into any course available on the same level to which the role is applied. 5. Conference Administrator STAGING ONLY This role allows the administrator to create, edit and manager conference material and conference presenters. 6. Course Approval Manager This role allows the manager to approve or deny courses listed by approved Course Providers; is notified when new courses are available for approval. 30 Public Health Foundation

31 7. Course Attendance Manager This role allows the manager to verify attendance for users transcripts and access rosters of participants in courses s/he offers. 8. Course Provider Approver This role allows the manager to approve or deny Course Providers; is notified when new Course Providers have requested approval. 9. Course Provider This role allows Course Providers to list or edit information about courses on the site, subject to the administrator s approval. This role can not be directly assigned. All users must request the role of Course Provider and be approved by a Course Provider Approver. 10. Course Registration Approval Manager This role allows the manager to approve individual registrations (if preapproval is required). 11. Course Reviews Manager This role allows the manager remove inappropriate course reviews. 12. Course Session Manager This role allows the manager to add or edit individual sessions associated with a course record, verify attendance for users transcripts and access rosters of participants in courses s/he offers. 13. Discussion Manager This role allows the manager to edit or make inactive discussion topics and threads Manager This role allows the manager to use the bulk function to contact users or groups of users. 15. Evaluation Manager This role allows the manager to add (and edit) Evaluations to courses as well as manage their own Evaluation Question Bank. 16. Event Manager This role allows the manager to create, edit and assign events for groups. 17. HTML Text Manager This role allows managers to edit the content of the HTML text modules. 18. LCMS Manager This role allows the manager to use the LCMS Module to both create LCMS categories and add LCMS items to existing categories. 19. Link Manager This role allows the manager to add or edit hyperlinks on the Home page via the Spotlight module. 20. Location Manager This role allows the manager to add or edit locations and information about a location that is used for on-site training (e.g., CDC satellite broadcast, state on-site training). 21. Non-Train Event Manager This role allows managers to approve and manager Non-Train Events. 22. Non-Train Event Poster This role allows the manager to add and assign Non-Train events. 23. Portfolio Manager This role allows the manager to apply certain restrictions to courses including the requirement to make a course visible to group and require approval of a Course Approval Manager. 24. Report Manager This role allows the manager to generate aggregate reports and export data on courses (using any data) and learning participation (using non-identifiable data). 25. Resources Manager This role allows the manager to approve, edit, or make inactive documents and hyperlinks posted to the site. 26. Training Plan Manager This role allows managers to create, edit, assign and manager user Training Plans. 27. Permissions Manager This role holds full rights to assign these administrative Roles to users. 28. User Account Manager This role holds full rights to access and edit user accounts. 29. Live Event Manager Administrators who have this role assigned to their account will receive automated notifications on the 10 th of each month identifying for them all new publicly available live sessions scheduled for the upcoming month. Roles assigned by request to PHF/KMi only: 30. Duplicate Account Manager This role can ONLY be assigned at the State level. This allows the user to manage accounts identified as potential duplicates. TRAIN Administrator Handbook v3.2 (03/26/2008) 31

32 Finding Duplicate Accounts Duplicate Account Manager The Duplicate Account Manager role allows the administrator to merge two or more accounts into one Master Account. To access this interface, administrators can use either the link on the homepage which appears in the upper right corner of the page or it can be accessed through the usual administration interface Administration / Users / Merge Accounts. NOTE: TRAIN identifies potential duplicates automatically via nightly scripts that run through all user accounts within TRAIN. If you find two accounts that have not been identified by TRAIN you are not able to merge them manually. You must edit one account to more closely match the other. Once this is done, TRAIN should identify the two accounts as potential duplicates during the next nightly update. The fields TRAIN uses to identify potential duplicate accounts are: First Name, Last Name, , and Organization. The initial account merge interface appears as a list populated with user accounts recognized by elms to be potential duplicates. Each potential set of duplicate accounts are listed as Last Name, First Name on the same line. A semicolon (;) separates the two accounts and a comma (,) separates the stored first and last names of the user account (e.g., Shannon, Paul; Shannon, Paul E would indicate that I potentially have two accounts, one of which uses my middle initial, one of which does not). 32 Public Health Foundation

33 1. The list of accounts only sorts alphabetically. Once you have located the accounts you would like to merge, you can either click the Approve button, or the Edit pencil icon. a. Clicking the Approve button, without any editing, will allow all accounts listed in the row to continue existing as they are and will remove the accounts from the merge list. 2. Clicking the Edit pencil icon will reveal some additional options. There are four options for each pair of accounts: Master Account, Merge, Deactivate and Approve. 3. To merge two or more accounts: one and only one of the accounts must be selected as the Master Account. All other accounts which are to be merged into the master account need to be set as Merge. a. The alternative to merging two duplicate accounts is to deactivate all but one of the accounts. To do this, select one account to Approve and select the others to Deactivate. This will deactivate all but the one approved account. 4. It is also possible, for users who may have more than two accounts which require action, to choose several merge options. The first thing is to select one account to be a Master Account (without a master account, no accounts can be merged). Then, select the accounts to Merge with that account. If any of the duplicate accounts are to be kept as they are (not merged or deactivated, but simply left alone), set them as Approved. And lastly, if any of the accounts need to be removed altogether, select Deactivate. TRAIN Administrator Handbook v3.2 (03/26/2008) 33

34 General merge account button rules: Master Account select this option for the account (id, username, group settings, etc) that you want to keep. If this option is selected, there must be at least one other account set to Merge with the master account. That is to say, you cannot have one master account and deactivate all other accounts as this will return an error. Merge This option only works in conjunction with the Master Account selection. The user history and course registrations of the merging account will be moved to the master account. The merged account then becomes inactive. Deactivate - Select this option for accounts which do not need to be merged with any other account, but do need to be made inaccessible. Deactivated accounts are accessible in the Administration / Users / Archive interface. Approve - This option will approve the duplicate accounts to continue existing as they are with no changes. Approved accounts will also no longer appear on the list of accounts to merge. 5. Once an action is selected for each account, click the Merge Accounts button to continue with your selections. a. If no action is required you can click Cancel to return to the merge list. The accounts will remain in the list until some kind of action is taken. Note: An is automatically sent to the user(s) informing them of the update. If you do not wish this to go out, uncheck the Notify Users checkbox (see image above) and no users will be notified. Note: It is sometimes very difficult to undo activities involving merging. Please use caution and double check your users before merging accounts. 34 Public Health Foundation

35 Approvals TRAIN will automatically notify administrators of course providers that are awaiting approval to be able to list courses on the system. Course Provider Approvals 1. Click on the Approval Items Waiting link on your homepage. You may also reach Courses Providers with pending approval by: Approval Notification on the Home Page a. Click the Administration tab located in the Navigation Tab bar, followed by Approvals from the menu that appears on the left hand side of the page. b. Click the Administration tab located in the Navigation Tab bar, followed by Course Providers from the menu that appears on the left hand side of Approving Course Providers the page. Select Ready for Approval to filter the resulting Course Provider list. 2. Reset the provider s status by selecting from the drop-down menu. 3. You then have the option of sending a notification to the user. If you do not wish to send an regarding the update, simply uncheck the box next to Send upon Submit. Be sure to review the and add any necessary comments before clicking Submit. Click Submit to complete the status change. 4. You can also send the provider a personalized by clicking on the envelope icon located next to the provider s name. Assuring Quality Course Providers As an administrator, you are responsible for taking reasonable steps to assure the quality of all course providers you approve. To assist you, TRAIN asks providers to answer the following standard questions during their online registration: TRAIN Administrator Handbook v3.2 (03/26/2008) 35

36 1. What public health-related topics (e.g., subject areas, competencies) will be covered in your courses? 2. What target audiences (e.g., nurses, administrators, epidemiologists) do the majority of your courses serve? 3. Is your organization accredited to provide training related to these topics or target audiences? _Yes _No If yes, please provide the name of the accrediting body. 4. Do most of your public health-related courses offer continuing education credits? _Yes _No If yes, please specify the credit types (e.g., CHES, CNE, CEU, CME). Questions 1 and 2: Providers brief descriptions should indicate that the types of courses they intend to list on TRAIN will be related to the subject areas and the target audiences in the TRAIN search fields. Tip If providers include some subjects or target audiences that are inappropriate or questionable, contact the provider at the time of approval to clarify the types of courses that would and would not be appropriate to list on TRAIN. Clarifying expectations up front saves time and avoids the frustration caused when the Administrator disapproves courses that an approved provider has taken time to enter. Questions 3 and 4: To automatically meet the minimum standard for approval on the national TRAIN site, the course provider must answer yes to at least one of the two questions. Both questions are meant to be proxies for course quality. If a course provider answers no to both questions, you must take additional steps to verify that a course provider is reputable before granting permission to list courses on TRAIN. Verifying the reputation of course providers and the overall quality of their materials is likely to be subjective. You may wish to: Ask for references from public health professionals who have taken training offered by the course provider. Talk with other local, state, or national organizations who may have worked with, or know the reputation of the course provider. Review the provider s web site to learn more about the organization s mission, expertise, training programs, and staff. 36 Public Health Foundation

37 Ask the provider to describe their course quality assurance process (and approve only providers that use external subject matter experts as reviewers). Review sample courses, curricula, or faculty credentials (this is the most labor-intensive and is not routinely done for the national TRAIN.org site). After reviewing all requested information, you must approve or disapprove the provider. If desired, you may approve the provider s registration with restrictions. For example, you could invite the provider to list only their courses with continuing education credits, or you could decide that TRAIN affiliate staff must review and approve courses without continuing education credits before approving a listing. Tip If you apply any restrictions to a provider, you must communicate them clearly at the time of approval, be able to keep track of them, and be willing to enforce them. There is no mechanism to apply or track provider-specific restrictions in TRAIN. Tip Remember, if you are not comfortable with a course provider, you are not obligated to approve the registration. TRAIN policies give you the right to refuse or revoke approval for any reason, at any time. Additionally, after you approve a provider, you still have the chance to approve or disapprove every course the provider submits to TRAIN. For the national TRAIN.org site, PHF generally has chosen to err on the side of approving a provider. We value making course information available through TRAIN, rather than restricting it. If desired, affiliates may choose a more restrictive approach to the providers they approve to list courses on TRAIN. TRAIN affiliates should review registrations from only those course providers that primarily serve their jurisdictions, typically a single state or a subset of the state as assigned by the TRAIN site administrator. TRAIN affiliates should not solicit or approve registrations from course providers that primarily serve the following: National or regional (multi-state) audiences (e.g., federal agencies, national associations, HRSAor CDC-funded training centers serving two or more states) Refer such providers to the national TRAIN.org site State or local audiences in non-train affiliate states Disapprove them or refer questions to the national TRAIN.org staff TRAIN Administrator Handbook v3.2 (03/26/2008) 37

38 For additional guidance on determining the appropriate registration site for a provider, refer to the following sections in the Course Provider Reference Guide: Becoming a Registered Course Provider and Course Listing Requirements. Approving Courses from Course Providers 1. Click on the Approval Items Waiting link on your homepage. You may also click the Administration tab located in the Navigation Tab bar, followed by Approvals from the menu that appears on the left hand side of the page. 2. Click on the title of the course to which you wish to make status alterations. Course Approval Status Reset the course status to the desired approval level. The choices available to you are: Ready For Approval When a Course Provider submits their course for approval it is considered Ready For Approval. All courses entering your approval queue will be set to this status. Approved - Select Approved if you approve the course for release on TRAIN. Declined - Select Declined if you need to reject the course. A Declined course will not be available for public viewing or registration. More Information Requested Select More Information Requested if you need more information added to the course before you feel comfortable approving the submission. Be sure to add your comments in the Approver s Comments section, as well as in the that will be sent to the user (see below for more information). Approver s Comments - The Approver s Comments box provides you with a method of dialoging with a Course Provider. If you have any feedback for the Course Provider, or if you need more information, enter your comments in this text area. The Course Provider is also able to reply to your comments, so be sure to check the Approvers Comments box for any updates from the Course Provider upon submission or re-submission for approval. 3. Once you have made your selection, the screen will refresh to display the notification that will automatically be sent to the Course Provider informing them of their course s status change. Be sure to review the and add any relevant comments, especially if you are requesting additional information. The will be sent as soon as you click Save and update the course status. 38 Public Health Foundation

39 4. Click Save or Save and Back to finish altering the course status. The course status is updated immediately, so if you have Approved a course it will be available to the public as soon as you click Save or Save and Back. Assuring Quality Courses from Providers Individual TRAIN affiliates are responsible for assuring that courses meet the minimum course listing requirements and are properly listed according to the course field descriptions, subject area definitions, and other guidance in the Course Provider Reference Guide. Requirement #1: Courses must be designed for the continuing education and training of professionals who protect the public's health and be consistent with the target audiences in the TRAIN course search fields. Consumer-oriented health education classes and materials are not permitted. A full list of professionals to whom TRAIN is targeted can be found in the Course Provider Reference Guide. Examples of inappropriate target audiences: Manicurists, brain surgeons, stock brokers, and other professionals unrelated to public health, unless the topic specifically relates to public health roles (Acceptable: What Manicurists Need to Know about Viral Hepatitis, HIV-related Complications for Brain Surgery ). Consumers are NEVER an appropriate target audience. TRAIN is a professional education resource, not for personal health education. Administrators should never approve consumer health courses, such as courses that teach parents about child nutrition, teens about pregnancy prevention, or seniors about Medicare rules. Requirement #2: Courses must be designed to build knowledge, skills, or competencies in one or more of the subject areas listed in the TRAIN course search fields. TRAIN administrators should review the complete course description before approving a course. Pay particular attention to any course with Other selected as a subject area or target audience. Often, these courses are inappropriate for the site. Even if standard TRAIN subject areas and target audiences are selected, sometimes the course title or description will reveal that the course is really focused on an inappropriate subject or target audience. Examples of inappropriate topics: Tattoo removal, auto repair, search and rescue, and other topics unrelated to public health unless the course is: a. Specifically geared to a public health audience (Acceptable: What Public Health Leaders Need to Know about Tattooing Techniques ). TRAIN Administrator Handbook v3.2 (03/26/2008) 39

40 b. Related to the Core Competencies for Public Health Professionals or similar sets of general or discipline-specific competencies for public health professionals. c. Reasonably likely to be of interest to public health audiences such as an introductory course that is a foundation for proper regulatory or other assurance efforts or for understanding the roles of partners. (Acceptable: Introduction to Search & Rescue Operations ). Tip Courses often require editing to be consistent with TRAIN guidelines. Commonly misused categories and ones to watch are the General Public Health and Workforce Development subject areas. See Definitions of Subject Areas in the Course Provider Reference Guide. Requirement #3: Course materials must be designed for instructional (not reference) use by users or trainers. Courses must be delivered in formats consistent with the formats in the TRAIN course search fields. Books, brochures, articles, palm cards, and other reference materials are not permitted, unless continuing education credits are associated or the materials are designed as a self-study program. TRAIN administrators should approve listings for only those programs or materials that reasonably can be considered to be a continuing education opportunity for professionals, or a train-the-trainer program. Review the course format and pay extra attention if Other or Text-based formats are selected. Often, these are inappropriate formats. Examples of inappropriate formats: Books, brochures, palm cards, computer-based references, journal articles, informational web sites, and other text formats are inappropriate, unless continuing education credits are associated with reading the item or the material is specifically designed as a self-study course. Also inappropriate for listing on TRAIN: Degree programs. Administrators should review carefully any course that selects Academic Credit as a credit type. Individual courses for academic credit may be listed so long as they are readily available to those not enrolled in the degree program (i.e., professionals may audit the course without taking entrance exams or enrolling in the full degree program). Networking conferences, meetings, and other events whose primary purpose is not continuing education for professionals. Tip To save time, contact providers to explain your edits so they can list courses properly the next time. 40 Public Health Foundation

41 Course Approval Options If desired, TRAIN affiliates may impose additional standards for course relevance or quality before approving course information to be displayed on the affiliate site. To verify the quality of a course, you may wish to have the submitter provide the course material to you or a review body in your jurisdiction for approval. This is a labor-intensive process and is not used for the national TRAIN.org site. Approving Registrations to Courses 1. Click on the Approval Items Waiting link on your homepage. You may also click the Administration tab located in the Navigation Tab bar, followed by Approvals from the menu that appears on User Registration Approval the left hand side of the page. 2. Click on the item name for which the user is seeking approval. 3. On the resulting page, select either Approve or Decline next to the user s name. The user will be automatically informed of the change in their registration status for that item by Click Back to return to the pending approval list. Note: You may reverse the Approve or Decline decision at any time. Note: Course Providers are able to set their courses to approve all Registration Requests. If a Course Provider sets their course up for Course Provider Approval users who requests registration for the course will not show up in the Administrator s approval queue. TRAIN Administrator Handbook v3.2 (03/26/2008) 41

42 Managing Course Availability Course Availability The graphic above illustrates the Course Availability interface. Administrators with the Portfolio Manager role have the ability to make courses available or unavailable to select groups, and to require that users obtain approval before being able to register for certain courses. Administrators may set portfolios for their groups by simply checking or unchecking boxes next to the course name. Courses may also easily be made approval-based which automatically requires the input of a Course Registration Approval Manager. Note: Course Providers are able to set their courses to approve all Registration Requests. If a Course Provider sets their course up for Course Provider Approval users who requests registration for the course will not show up in the Administrator s approval queue. By default, all courses are available to all users. Also by default, all courses available to a state are available to all sub-groups under that state. With these two ideas in mind, we recommend that custom portfolios be made from the top down. By this, we mean a process of setting all the common courses at the state level first followed by adjustments at the sub-group level. To illustrate this process we have created two scenarios. Scenario 1: You as a Montana State administrator wish to make the course Public Health 101 available only to people in the Cascade County group. Here are the steps you would follow: 1. Click on the Administration tab, located in the Navigation Tab bar. 42 Public Health Foundation

43 2. On the resulting page, select Courses, followed by Course Availability from the menu that appears on the left side of the page. 3. Make sure that the state name is highlighted and that the text over the course list reads Courses for the group Montana. 4. Expand the group tree by clicking the plus sign (+). 5. Scroll through the course list to find Public Health 101 and uncheck the box next to the course listing. 6. Click Save. 7. Click on Cascade County (Make sure the text reads Courses for the group Cascade before you proceed). 8. Scroll to Public Health 101 and check the box next to the course listing. 9. Click Save to finish editing the course availability. The course is now visible to only those people registered in Cascade County while the rest of the portfolio is available statewide. Scenario 2: You wish to make a core portfolio of courses available to everyone in your state but you want to restrict access to some courses based on their relevance to different professional groups. Your grouping structure has both location and professional sub-groups. Here are the steps you would follow: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. On the resulting page, select Courses, followed by Course Availability from the menu that appears on the left side of the page. 3. Make sure that the state name is highlighted and that the text over the course list reads Courses for the group <State name here>. 4. Expand the group tree by clicking the plus sign (+). 5. Scroll through the course list and uncheck all courses that you do not wish to be included in the core portfolio. 6. Click Save to finish editing the core portfolio. At this point the core portfolio is complete. The next steps apply to assigning courses to subgroups. a. Click on the sub-group to which you wish to assign courses. (Make sure the text reads Courses for the group <Sub-group name here> before you proceed). b. Check the boxes next to the course(s) you wish to make available to that sub-group. c. Click Save to finish assigning courses to subgroups. d. Repeat steps a. c. as needed for other sub-groups. TRAIN Administrator Handbook v3.2 (03/26/2008) 43

44 Approving Resources 1. Click on the Approval Items Waiting link on your homepage. You may also click the Administration tab located in the Navigation Tab bar, followed by Approvals from the menu that appears on the left hand side of the page. 2. You will see a listing of items requiring approval. Resource Approval 3. Click on the title of the item that you wish to review. 4. On the resulting page, review the information and reset the approval status to the desired level. 5. Enter any comments in the Approver Comments text area. This is very helpful when changing an item s status to More Information Requested, as you can directly inform the user what information they need to provide in order to have their resource approved. 6. Click Save to finish resetting the approval status. Approving LCMS Items 1. Click on the Approval Items Waiting link on your Home page. You may also click the Administration tab located in the Navigation Tab bar, followed by Approvals from the menu that appears on the left hand side of the page. 2. You will see a listing of items requiring approval. 3. Click on the title of the item that you wish to review. LCMS Item Approval 4. On the resulting page, review the information and reset the approval status to the desired level. 5. Enter any comments in the Approver Comments text area. This is very helpful when changing an item s status to More Information Requested, as you can directly inform the user what information they need to provide in order to have their LCMS item approved. 6. Click Save to finish resetting the approval status. 44 Public Health Foundation

45 Reports You will need to be logged on to your TRAIN site to use the features described in this section. The TRAIN Report Console allows administrators with the Report Manager role to create reports using the following criteria: Training Participation by Subject Area Training Participation by Course Name Training Participation by Format Training Participation by Competency Course Availability by Topic Course Availability by Competency The Report Console also allows administrators to export data on many of TRAIN s features. Administrators may download unfiltered data from the site in Microsoft Excel format for customization purposes. The following exports are currently available: Course Export National Session Instructors Course Export - My State Session Schedules Course Providers Locations Learners Course-Group Assignments Course Registration User-Group Assignments Stay Informed Feature User-Role Assignments Course Reviews Non-Train Course Registrations Sessions National Michigan Volunteer Registry Sessions - State Accessing Reports and Exports 1. Click on the Administration tab located in the Navigation Tab bar. 2. Click Reports from the menu that appears on the left hand side of the page. 3. On the resulting Report Console, you may select either to create a report or export data. Report Selection Console TRAIN Administrator Handbook v3.2 (03/26/2008) 45

46 Data Exports 1. From the Report Console, select the desired report category from the Exports list. 2. A new browser window will open, along with the desired data. Some browsers may provide a standard download dialog box. 3. Select Save As to store the file in Microsoft Excel. Excel Export Creating Reports 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Reports from the menu that appears on the left hand side of the page. 3. Select the desired report category from the Search Criteria Page Reports list. 4. On the resulting report criteria page select the desired variables and groups. You may select multiple variables by holding down the Control key while making your selection. 5. Click Create Report to create your desired report. Viewing and Working with Reports The report viewer offers three file formats for viewing and manipulating data. Select from Viewer Type or Excel Export to view one of the following: PDF: This format is useful for printing, distributing and archiving reports. HTML: This format displays the report as a web page. HTML is quicker than the PDF format, as it does not require launching a separate application. Excel: This format is useful for further manipulation on your computer. Unlike the Export feature that downloads raw data, this option delivers data that is filtered by your desired criteria. We recommend that you experiment with each of these formats to find the best application for your specific needs. 46 Public Health Foundation

47 Report Viewer Course Roster Export The Course Roster Export gives you a raw data dump of User Information for all registrants of the selected courses. In order to generate a Course Roster Export: 1. Click on the Administration tab located in the Navigation Tab bar. 2. On the resulting page, select Reports from the menu that appears on the left hand side of the page, and then click Course Roster. 3. A new screen will open and direct you through the export process. The first step is to select if you would like to pull registration information from a single course, or from a group of courses. a. Single Course: If you select Single Course, you will then be prompted to select the appropriate Course Name from a drop-down list. b. Groups of Courses: If you select Groups of Courses you will then be asked if you would like to run the report on all courses, or if you would like to select a number of distinct courses. If you select All, simply click the Create Report button to proceed. If you choose Select Courses the screen will refresh and present you with a list, broken down into pages, of all courses available. To add a course to the Selected Courses list, simply page through the courses until you find a course you would like to add, and click the Add button to the left of the course name. You may continue this process to add as many courses as you need to for your report. Once you have all of the courses you need in the Selected Courses list (see image below) simply click the Create Report button to generate your data export. TRAIN Administrator Handbook v3.2 (03/26/2008) 47

48 4. After clicking the Create Report button the export will open in a new window with a prompt to either open the document or save the document to your computer. We recommend that you first save the document to an appropriate location on your computer before modifying the data to suit your needs. Evaluation Results Export The Evaluation Results Export gives you a raw data dump of data collected from all Course Evaluations. In order to generate an Evaluation Results Export: 1. Click the Administration tab, then click Reports, click Evaluation Results, and finally click Click Here to Generate Evaluations Report. 2. Select the name of your course in the Courses drop down list. 3. Select the name of your Evaluation from the resulting list of Course Evaluations. 4. If the selected evaluation was set as Anonymous Results then you will only be able to pull aggregated data. However, if the selected evaluation was not set to be anonymous then you will have the option of selecting the Aggregated export, or the Personal export. 48 Public Health Foundation

49 a. Aggregated: Provides all evaluation questions along with statistical information regarding submitted responses for each question. b. Personal: Provides all evaluation questions along with all responses, including the name of the user that submitted each response. 5. Click Create Report. You will generally be prompted to either Save or Open the report. If you choose to open it immediately as opposed to saving it, be sure to save a copy from Excel. TRAIN Administrator Handbook v3.2 (03/26/2008) 49

50 Finding Ad-Hoc Reporting Ad-Hoc Reporting The process of Ad-Hoc reporting allows you to create and save custom reports for use at any time. You are able to define the data elements that are displayed in the report, how the report is displayed, and add conditions (parameters) to the report in order to more clearly define the set of data you report on. In order to use Ad-Hoc reporting: 1. Go to Administration, Reports, Ad-Hoc Reports. 2. By default the Ad-Hoc Reports page will display a list of all reports that are available to you. a. Clicking the Report Name of any report will run the reports. When reports run they are launched in a new pop-up window. b. Clicking the Copy/Clone icon will make a copy of the report that you can re-name and modify any way you like. This is a good way of making your own version of a report created by another administrator. c. Clicking the pencil icon will take you to the Report Properties page. This is where you define the name and description of the report as well as set the visibility for the report (who can see/run the report). i. Note: You can only edit reports you have created. d. Clicking this icon will take you to the Report Designer. This is where you define the fields and parameters for your report as well as what groups the data will be pulled from. i. Note: You can only design reports you have created. Adding New Ad-Hoc Reports To add a new report: 1. From the Ad-Hoc Reports page, click the Add button, located at the bottom-left and top-right of the page. 2. On the Attributes tab, enter a report Name and a Description. Don t worry about checking the Active checkbox until you have finished designing the report. 50 Public Health Foundation

51 3. Click the Visibility tab to define who will be able to see/run your report. a. By default, Personal is selected. When a report visibility is defined as personal, you are the only administrator who can see and run the report. To share the ability to run your report, select Shared. b. Once you select Shared you can select a group on which to share your report. Again, you are always the only person who can edit the design of your report other administrators you share your report with can only view and run the report. 4. Once you have the Attributes and the Visibility tabs filled out, click Save to return to the Ad-Hoc Reports list, or click Design to save your report and go straight to the Report Designer. Designing Ad-Hoc Reports You can design your report around three different sets of data: Course Registrations, Courses, and Users. This does not mean that user information cannot be included in a report if you select Course Registrations, it simply means that you are primarily concerned with Course Registrations. The second step in building your report involves selecting available fields as either Report Fields or Report Parameters. Report Fields are data elements that will be displayed in your report. There are no specific conditions placed on the Fields. TRAIN Administrator Handbook v3.2 (03/26/2008) 51

52 Report Parameters are data elements that you use to place conditions on the data that will be pulled into your report. Parameters are not displayed in the report they are only used to help select the appropriate data. To build your own Ad-Hoc report: 1. Click the Design icon from the Ad-Hoc Reports page or the Design button from adding a new Ad-Hoc report. 2. Select the appropriate Data Table. a. Course Registrations should be selected if you are concerned about actual registration data. b. Courses should be selected if you are concerned about course information without regard to users or registrations. c. Users should be selected if you are concerned about user records without regard to courses or course registrations. d. Note: you can change the data source at any time by clicking Change data source within the Designer. This will, however, clear out all selected Fields and Parameters, as those you have selected might not be available for another data set. 3. All available data elements will be displayed in the Available Tables/Fields list. You can view and navigate this list just as you would the Grouping tree click the + boxes to open tables to view data elements within. a. Tables are listed in bold characters and can not be added directly to a report. Data fields within tables are listed underneath the table they belong to. 4. Click the icon to add any field to your report as a Report Field. 5. Click the icon to add any field to your report as a Report Parameter. 6. Adding Fields: a. Once you click the icon the field will be added to the list of Report Fields. You are able to edit certain design elements of each field as you add them. b. In the image above we have added Login Name to our report as a Report Field in order to display the actual Login Name of each user within our report. We can also define: i. Title this will be the title of the column within our report. 52 Public Health Foundation

53 ii. Width this will define the actual width of the column as it would be printed on a piece of paper. Defining the width of each column can help you maximize space in order to create a report that will print out as you need it. iii. Alignment this defines how the text of the item will be aligned within the report (left justified, right justified, and centered). iv. Group Rows By by checking this box your report will be Grouped By each user s Login Name. As opposed to displaying the Login Name for every entry belonging to an individual user in our report when Grouped By is selected the Login Name will appear once for each user and all entries for the individual user will be grouped together before displaying the Login Name and information of the next user. Due to the nature of Group By, it must be applied to the first Report Field in your list. You can check Group By for multiple fields, but they must be applied sequentially from the top down. v. Allow Sorting this will allow you to sort each individual column within your report. vi. Aggregation Type This will allow you to select certain Aggregation Functions on the selected Report Field. For example, if we apply Count to our Login Name field, we will get one report entry with a total Count of all Login Names, as opposed to a list of each individual Login Name. vii. Aggregation Total This will allow you to add a total Count field at the bottom of your report, displaying the total number of entries for the Report Field. As an example, in the scenario above we applied Count to the Login Name field. This will give us one entry in our report. Therefore the Aggregate Total of that column within our report will display 1. viii. Order When you have multiple Report Fields, you can use the up and down arrows to adjust the order they will display in your report. ix. Show each item will only display in your report if the Show box is checked. This is handy if you want to remove an item from being visible in a final report without completely redesigning your report. c. Once each field property is set, click the computer disc icon to save the changes. d. To edit any of the fields click the pencil icon. To delete any of the fields click the blue x icon. 7. Adding Parameters: a. Once you click the icon the field will be added to the Report Parameter list. TRAIN Administrator Handbook v3.2 (03/26/2008) 53

54 b. In the image above we have added Users/Active as a parameter. This will allow you to define Active users in the report, Deactive users in the report, or both. c. Each parameter entered must be defined by an Operator and a corresponding Value. In the example above if you wanted only Active users in your report select = as the operator and True as the value. When the report runs, it will only include Active users. If you define your Active parameter as Active = False then the report will only include Deactive users. d. Another example: i. Let s say you want to include only users that entered Public Health Foundation as their Organization. Click the icon for Users/Organization to add it to your parameter list. ii. Next, define a value; enter Public Health Foundation. Since some users might have entered PHF as their organization, you can add a second Users/Organization parameter in order to catch these users as well. In that scenario our parameter list would look like this: iii. Note that OR is selected just above the list. By selecting OR you are going to pull all users whose Organization = PHF OR Public Health Foundation. iv. You cannot use a combination of AND and OR when adding parameters; all parameters will be viewed as one or the other. v. To edit any of the parameters click the pencil icon. To delete any parameter click the blue x icon. vi. You also have the option of entering the Value upon execution of the report. For example if you want to enter the Organization name you are looking for each 54 Public Health Foundation

55 time you run the report so that you can gather information on different Organizations, check the Ask Value During Execution checkbox. You will be prompted to enter the value when you run the report. 8. Once you have your report fields and parameters set, click the Data Restriction by Group tab. This tab looks similar to the standard Visibility tab however, instead of defining who can see or run your report, in this tab you are defining what Groups will be included in your report when it is run. For example, if you want to limit your report to only those users who belong to the group Fire Department in the example (to the right), just check the Fire Department group. You can change the Data Restriction at any point in time so that you can easily run one report on different groups as needed. 9. At any point in time during the design phase you can click the View Sample button (located in the top-right corner of the design page) to get a sample of how your report will look. This sample report pulls actual data based on the current design configurations, but will stop execution at 100 records. This allows you to see your report before you are completely finished so that you can more easily tweak the visual design or adjust any parameters. 10. Once you are happy with the design of your report click the Save button to save all of your changes and return to the Ad-Hoc Reports page. If your report is new and has never been activated you will be asked to set the report to Active before returning to the Ad-Hoc list. 11. Once you have returned to the Ad-Hoc reports page click the Report Name to run your report. Editing Ad-Hoc Reports You can edit and change the design or sharing aspects of your report at any time. 1. To change the tile or description of your report or to deactivate your report, click the Pencil icon next to the Report Name in the Ad-Hoc list. Make any necessary changes to the Attributes tab and click Save. 2. To change the visibility of your report, click the Pencil icon next to the Report Name in the Ad- Hoc list. Click the Visibility tab, make any changes in Group Selection or change from Shared to Private, and click the Save button. 3. To edit any aspect of the Report Design click the Design icon. Once you have made any changes to the Fields, Parameters, or Data Restrictions, click the Save button. TRAIN Administrator Handbook v3.2 (03/26/2008) 55

56 Basic Information to Provide to Users How to Create Your Own Account 1. Go to your TRAIN site. 2. Click on Create Account, which appears underneath the login box on the left hand side of the page. 3. You will first need to agree to the TRAIN policies. Each policy is an active link that leads to more information detailing the specific policy. You must agree with these policies before you may proceed with registration. 4. Fill out all the necessary information on the subsequent pages. Required fields are indicated with a red asterisk (*). Do not hit the Back button at any time during the registration process. 5. Answer the secret question at the bottom of the page with an easilyrecallable, one-word answer. In the event that you forget your password, you will be asked to answer this question as a security Creating a New Account measure during the password retrieval process. Please take this step seriously. Click Next when finished. 6. If you would like to get updates about TRAIN in the future, click the Notification checkbox. 7. If you are registering on the National site, you will first be asked to choose which state you are located in. 8. On the resulting page, you will be asked to select the state Group that you belong to. Each Grouping structure is different from state to state. If you have any questions about which group you should select, contact your state TRAIN Administrator. You can always update and change your group assignment at a later date. 9. On the resulting page, you will be asked to provide your location, job role and additional professional information. Please select up to 3 professional roles that best match your job description. Some roles may require you to select a specialization from the adjacent drop down menu. If you select Other, please type your specialization in the space provided. Click Next when finished. 10. On the resulting page, please select the 3 settings that best fit your work environment. Click Next when finished. 11. On the resulting page, additional demographic information will be requested. This information is not required for registration. Click Continue to finish registering for TRAIN. You are now free to enter the site. 56 Public Health Foundation

57 Note: Some states may require additional information to be entered during the registration process. If you have any questions about registration information that is not covered here, please contact your state TRAIN Administrator. My Learning Record 1. Your personal course registrations, certificates, and general TRAIN history are all managed through the My Learning Record interface. 2. Your My Learning Record contains the following links; My Learning. My Training Plan, Transcript, Certificates, Course Archives, My Account. 3. To access any of these categories, simply click the category name. The My Learning Tab My Learning Your My Learning contains all of your active Course Registrations. Each Course Registration will be displayed by: 1. The Name of the Course. 2. The Status of the Course. 3. A Management link for the course. The Status of each course in My Learning depends on a number of factors. For example, a course might require you to get approval for a course or take a Pre-Assessment. In either of these cases your Status will be Approval Pending or Pre-Assessment Pending, respectively. Once you have met any registration requirements and have been placed into the Class Roster, your course Status will be In Progress until the course has been completed. TRAIN Administrator Handbook v3.2 (03/26/2008) 57

58 From the My Learning screen you are also able to add Course Session information to your Personal Calendar by clicking the Calendar Icon next to the Course Name. Note: Not all states have the Personal Calendar feature. Contact your state TRAIN Administrator for more information. The Management link allows you to update your progress for each course in your My Learning. To manage a particular course, simply click the icon to the right of the Course Name. The Course Registration Management screen allows you to: 1. View your Registration Status. 2. View, and update if necessary, your selected Credit Type (where applicable). a. In order to change your Credit Type, simply select the credit type you wish to apply to the course from the Credit Type dropdown, and click Update. 3. Mark your course as Completed. a. Simply click the Completed button to complete your course. This will move the course into your Transcript where a Course Provider will be able to Verify your completion. 4. Move the course into your Archive. a. Simply click the Archives button to move the course into your Course Archive. 5. Withdraw from the course. a. Simply click the Withdraw button to withdraw from the course. Remember to do this any time you are not able to attend a course, as there could be waitlisted users who could then attend. Course Registration Management 58 Public Health Foundation

59 My Training Plan The My Training Plan section contains all of your Training Plans. A Training Plan is a group of courses that have been identified by an administrator you must complete all courses in order to complete the Training Plan. Training Plans can be assigned to you directly by an Administrator or you can sign up for a Training Plan through the Course Search. The graphic above illustrates: 1. Training Plans you have added to your own account through the Course Search are identified by the person graphic. You can remove these plans from your list at any time. 2. Training Plans added to your account by an Administrator are identified by the person with an A graphic. These plans can NOT be removed from your account and you must complete the Training Plan by the Target Completion Date to receive credit. 3. The Target Completion Date can be set or edited unless it has been established by an administrator. 4. You must still open and register for each individual course (by clicking the course name) to continue through the plan. Having a Training Plan assigned to your account does not automatically register you for each course. TRAIN Administrator Handbook v3.2 (03/26/2008) 59

60 5. Training Plan Administrators are able to monitor your progress through the plan be sure to meet your Target Completion dates! Transcript The Transcript contains all of your Registered Course Records, as well as any Non-TRAIN Courses that you wish to enter into your account. For each TRAIN Course in your Transcript you are given the following information: 1. Course Name a. Click the Course Name to view the Course Information page. b. If any Accreditations have been assigned to the course, they will be displayed here as well. 2. Reviews a. Click the Reviews button to enter a review and read other reviews. 3. Registered a. This is the date you registered for the course. 4. Completed a. This is the date you completed the course. 5. Format a. This is the format in which the course was presented. 6. Pre-Assessment Score 60 Public Health Foundation

61 a. If the course required you to take a Pre-Assessment, your score will be displayed here. b. To review your Pre-Assessment answers, click the Status link (Passed, Failed, or Pending). 7. Final Score or Post-Assessment Score a. If the course required you to take a Post-Assessment, your score will be displayed here. b. To review your Post-Assessment answers, click the Status link (Passed, Failed, or Pending). 8. Credit a. If you selected any Credit during Registration it will be displayed here. 9. Verified a. A Course Provider or Manager must verify your attendance once you have marked your course as completed. Once your attendance has been verified, the checkbox will be Checked. 10. Withdrawn a. If you have withdrawn from a course, it will still be displayed in your Transcript with a Checked checkbox in the Withdrawn column, and N/A for the Completion date. Adding Non-TRAIN Courses TRAIN allows you to enter course information on courses that you might have completed outside of TRAIN in order to help you better manage and keep track of your complete learning record. In order to ad a Non-TRAIN course to your Transcript: 1. Click the Add button to the right of the Non- TRAIN Courses header. 2. On the resulting page, fill in each form remember, forms marked with a red asterisk are required. 3. When you have finished entering the course information, click Save. 4. The course will now be displayed in your transcript under Non-TRAIN Courses. 5. Non-TRAIN courses must still be verified by an Administrator. Once an Administrator has verified the information, you will not be able to make changes to the entry. Non-TRAIN Course Information TRAIN Administrator Handbook v3.2 (03/26/2008) 61

62 Adding TRAIN Courses you Have Already Completed If there is a course within TRAIN that you have completed you are able to add the course to your Transcript without having to register for and re-take the course through TRAIN. In order to add a TRAIN course to your Transcript: 1. Click the Add TrainingFinder Course button to the right of the Transcript header. 2. Select the Course Name from the list of courses in the TrainingFinder Course dropdown and click Next. 3. Enter your Completion Date and your Completion Score (if applicable) in either points or percentage. 4. Click Finish. 5. The course will now be displayed in your Transcript along with any other TRAIN Courses you have registered for, however it must also be verified by an Administrator. Certificates Some courses on TRAIN offer Certificates upon completion or verified completion of the course. Any certificate you earn through TRAIN will be stored in your Certificates page. Certificates have now been adjusted to include two different types, automatic and manual. Automatic certificates will appear on your certificate page as soon as the course is completed. Manual certificates will not appear on your certificate page until after the appropriate TRAIN administrator has verified your completion of the course. If you have any questions about what kind of certificate any given course might have, please contact the course provider or listed course contact. To view a certificate, simply click the Course Title. The Certificates list also provides you with the following course information: 1. Registered: the day you registered for the course. 2. Completed: the day you completed the course. 3. Type: the type of certificate earned. 4. Format: the format in which the course was presented. 5. Score: your score, if applicable. 6. Credit: any earned credits by completing the course. 62 Public Health Foundation

63 Course Archive Your Course Archive is a repository for any courses that you have chosen to stop taking or courses that you have requested registration for and had your registration request declined. If you wish to re-activate any course you have chosen to archive, simply click the Resume button and it will be moved back into your My Learning. My Account All of your personal account information is accessible through your My Account pages. You are able to modify and update your account settings at any time. Updating Your Personal Information 1. Click My Account. 2. You will be presented with your My Account information, with your personal information being contained on the Details tab. 3. Edit or update any text field. Here is also where you are able to modify or update your password questions and answers, as well as subscribe and unsubscribe to the Site Updates When you have finished your changes, click Save. Updating Your Group Assignment If at any point you need to change your group assignment, or add additional group assignments, simply: 1. Click My Account. 2. Click the Groups tab. 3. Your current grouping assignment will be displayed in bold. To edit your assignment (for example, you have moved, change positions, etc.) click the Edit button at the top of the page. 4. TRAIN will guide you through the process of selecting you group assignment. The first step is to select your state. Once your state is chosen click Next and TRAIN will then allow you to select from the state groups in either Simple or Advanced mode. 5. In Simple Mode select an option from each presented drop-down menu. Some drop-down lists will require you to make a selection; others will allow you to continue without making a selection. Do not place yourself into group where you do not belong. Make your group selections carefully. TRAIN Administrator Handbook v3.2 (03/26/2008) 63

64 6. In Advanced mode, use the Grouping Tree to view your state s grouping structure. Click any + icon to open a grouping level to view the subgroups of that level. Place a check in the Checkbox of any group to be assigned to that group. 7. Click Next to continue. 8. MRC as an Affiliate: The Medical Reserve Corps has joined the TRAIN community as a national affiliate. Members of the Medical Reserve Corps can belong to a State-Affiliate TRAIN site as well as the MRC TRAIN site ( TRAIN will now ask you if you are a member of the Medical Reserve Corps. If so, check yes and TRAIN will present a list of approved units within your state. Select the appropriate unit and click Next to continue. a. If you are not a member of the MRC leave No selected and choose next. b. If you are editing your MRC account this page will instead ask you if you also belong to a State Affiliate. If so choose Yes and TRAIN will guide you through the process of selecting a state-group. c. If you do not see your MRC Unit within the drop-down list you will need to contact the head of MRC-TRAIN in order to get it approved. The head of MRC-TRAIN is Sam Schaffzin (Samuel.Schaffzin@hhs.gov). 9. The final step in editing your groups is to click Finish and Save. You can also click Back to make changes to your selection or click Cancel to cancel all of your selections. Updating Your My Profile If at any point in time to you to add, modify, or remove certain aspects of your user profile, simply: 1. Click My Account. 2. Click the My Profile tab. 3. By default, you will be presented with the list of Professional Role attributes. To select another list of user attributes (including Work Settings and Demographic information), simply select the category from the User Attributes Category dropdown. The screen will refresh automatically. 4. Make any updates or changes needed, and click Save and Back to finalize your changes. 64 Public Health Foundation

65 How to Search for Courses 1. Click on the Course Search tab, located in the Navigation Tab bar. 2. On the resulting page, select the appropriate criteria for your search from the menu that appears on the left hand side of the page, or select Search or Browse by clicking the appropriate icon in the body of the page. 3. Next, either select your search variables from the list or enter your search query in the field provided. You may select multiple variables by holding down the Control key while making your selection. 4. Depending on the search option chose, you will be asked to input various forms of search criteria. Once you have entered your search criteria, click Search and the screen will refresh with the results of your search. Note: If you belong to more than one state grouping, the Browse My State option will display courses belonging to all of your state groups. How to Save Search Criteria 1. If you would like to save your search criteria in order to easily run the same search at a later date, simply click the Save Criteria button located next to the Search button at the bottom of various search option screens or at the top or bottom of the search results page. 2. You will then be prompted to give your search a name, and decide if you would like to be notified via when new courses that match your search criteria are entered into TRAIN. 3. To access your saved searches, simply click the Saved Search Criteria link at the bottom of the Search Options list. 4. To run the search again, click the name of the search criteria. 5. To edit the search criteria which includes changing the name and the notification features simply click the Pencil icon next to the search name. Adjust the form as necessary, and click the Disc icon to save your changes. Or click the Strike-Through Pencil icon to cancel your changes. 6. To delete a search, simply click the Blue x icon next to search. Note: Advanced Search allows you to combine several criteria in one search. For your convenience, you can also save sets of criteria for future searches by clicking the appropriate button on the Advanced Search page. TRAIN Administrator Handbook v3.2 (03/26/2008) 65

66 The TRAIN Calendar Users can get a quick review of all courses in a given month by using the Calendar link in the Navigation Bar (this is only available for those affiliates who have purchased it). This view will display all sessions as determined by the course providers. Users can now also print a list of courses for a given month. This icon is located above both the month and date views of the Calendar. Clicking the print icon will reveal a popup window in which the user can refine their date range using the standard date selection boxes. The print friendly calendar will not display as a calendar for printing purposes; rather, it will list the events by date. How to Register for a Course 1. Log on to your TRAIN site. 2. Locate your desired course either by using the method outlined in How to Search for Courses or by clicking on Cost Associated and Course Search, followed by Browse All to look through the Credit Offered Icons list of courses. 3. Each course displayed on the Course List page will provide the following information: the Title, the Course Provider who is offering the course, the Format in which the course is offered, any Ratings that have been entered by other users who have taken the course, and two icons that designate if the course has an associated cost and if any credit is offered upon course completion. 4. To get more information on any course displayed in the course list, simply click the Title of the course. 5. The Course Details screen will present you with four tabs: Course Details, Contacts, Registration, and Reviews. 6. Course Details: this tab will display all of the basic information about the course, including format, cost, description, target audience, skill level, and more. 7. Contacts: this tab will display Course Contact information. If you have any questions pertaining to the course, you will be provided with the name, phone, and of who best to contact in order to get your questions answered. 8. Registration: Depending on the course, you may be allowed to immediately register for or launch the course. However, it may be necessary to wait for approval from the course provider or administrator, or there may be payment or a supplemental registration procedure. In the event a course requires an additional step prior to completing registration, information about the 66 Public Health Foundation

67 requirement will be given on the registration tab and the Register/Launch button will be replaced by a Go to step 2 of Registration button (see example below). Clicking the Step 2 button will guide you through any remaining requirements. Courses may also have a number of Sessions. A Session is an offering of the course in its entirety. In order to view the details of a particular session, simply click the Details button for the session. You will be presented with all information available for the session, including the seats available, the registration deadline, days the session takes place (i.e. a schedule) as well time and location of each schedule. Click Back to return to the Course Registration Tab. In order to register for a particular session, simply click the Register button for the desired session (or the Step 2 button where required). Waitlist Registration Some courses on TRAIN offer Waitlist registration after the session has reached maximum capacity. To add yourself to the waitlist of a full session, simply click the Add to Wait List button. The course will be added to your My Learning. If a seat opens up, everyone on the waitlist will be notified via . At that point you should go to the Course Management screen and register for the available seat, if it is still available. You will NOT be automatically enrolled. Approval Codes Some courses will require that an approval code be entered before registering for the course. The field for this information will appear under the Registration tab. If the course requires an approval code, but you do not have the code, you will then need to contact the listed course contact, the course provider or your state administrator. Registration codes will also be required when adding your name to a course waitlist. TRAIN Administrator Handbook v3.2 (03/26/2008) 67

68 How to Take Assessments and Evaluations Taking Assessments 1. Pre-Assessments: Assessments are always mandatory. Therefore, when you register for a course that has a preassessment, you must complete the assessment before you are considered registered and In Progress. 2. There are a number of locations where you will be instructed to complete the Pre-Assessment: a. On the course Registration tab. b. In your My Learning. c. On the homepage, above the My Learning Record. 3. In order to launch the Pre-Assessment, you must click the Assessment button, which is located both on the Registration tab (shown above) and in Course Registration Management. Once clicked, the Assessment will open in a new window. Click the Start Assessment button to begin the test. 4. You have a limited number of Attempts to complete the assessment. An attempt begins once you have clicked the Start Assessment button, and ends when you have answered the last question. If for some reason you are unable to complete the assessment and need to return to TRAIN and click the Start Assessment button again, you will begin your 2 nd attempt. Contact the Course Provider if you have any questions concerning the number of attempts for your pre-assessment. 5. Certain Assessments will also place a time limit on the test. You will be able to complete the assessment if you exceed the time limit, but the Course Provider will take this into account when grading your Assessment. 6. Answer each question to the best of your knowledge and click Next to proceed to the next question. Upon completion of the Assessment, you will be given a score if the assessment has a point value, or a Pending status. If you receive Pending, an Administrator will review your 68 Public Health Foundation

69 assessment and manually pass or fail you. 7. Once the Pre-Assessment has been completed, the registration is considered complete and your registration status is moved to In Progress. 8. If at any time you wish to review your Pre-Assessment test you can do so simply by going to the Course Management screen while the course is In Progress, or to the Transcript once the course has been Completed. On the Course Management screen, simply click the name of the Assessment to open and review. On the Transcript, click the Status name (pending, passed, or failed) to open and review. Above: Pre-Assessment link in My Learning Below: Pre-Assessment and Post- Assessment links in Transcript 1. Post-Assessments: Any Post-Assessment must be completed before the course status can be changed to Completed and the course moved to your Transcript. Once you have gone to the Course Management screen and clicked Complete you will be prompted to take the Post- Assessment. 2. There are a number of locations where you will be instructed to complete the Post-Assessment: a. Immediately after clicking Completed on the Course Registration Management screen. TRAIN Administrator Handbook v3.2 (03/26/2008) 69

70 b. In your My Learning. c. On the home page, above the My Learning Record. 3. In order to launch the Post-Assessment, you must click the Assessment button, which is located both on the Registration tab (shown above) and in the Course Registration Management. Once clicked, the Assessment will open in a new window. Click the Start Assessment button to begin the test. 4. You have a limited number of Attempts to complete the assessment. An attempt begins once you have clicked the Start Assessment button, and ends when you have answered the last question. If for some reason you are unable to complete the assessment and need to return to TRAIN and click the Start Assessment button again, you will begin your 2 nd attempt. Contact the Course Provider if you have any questions concerning the number of attempts for your post-assessment. Due to the limit placed on attempts, some Course Providers will provide a Practice Post- Assessment, which behaves exactly as the final post-assessment. If a Practice Post-Assessment is available to you, you may launch and take the test as many times as you wish in order to test your connectivity and become familiar with the process before starting your first attempt on the real Post-Assessment. 5. Certain Assessments will also place a time limit on the test. You will be able to complete the assessment if you exceed the time limit, but the Course Provider will take this into account when grading your Assessment. 6. You will then answer each question to the best of your knowledge and click Next to proceed to the next question. Upon completion of the Assessment, you will be given their score if the assessment has a point value, or a Pending status. If you receive Pending, an Administrator will review your assessment and manually pass or fail you. Some Course Providers will allow an Open Book post-assessment for online courses. This allows you to launch the online course for reference until the post-assessment is completed. 7. Once the Post-Assessment has been completed, the course is considered Complete, your registration status is moved to Completed, and the course is moved into your Transcript. 70 Public Health Foundation

71 8. If at any time you wish to review your Post-Assessment test you can do so simply by going to the Transcript once the course has been Completed. On the Transcript, click the Status name (pending, passed, or failed) to open and review Taking Evaluations 1. Evaluations are very similar to Assessments, but evaluations are not always mandatory. 2. For a mandatory Evaluation, you must complete the Evaluation before the course will be considered complete and moved into your Transcript. 3. There are a number of locations where you will be instructed to complete an Evaluation: a. On the course Registration Tab. b. In your My Learning. c. On the home page, above the My Learning Record. 4. If an Evaluation is not mandatory, the course will be moved directly into your transcript. You will then be able to take the evaluation at any time by clicking the Evaluation name from your Transcript. You will also be reminded of the evaluation with the Pending Evaluations link on the home page. How to Launch a Course for which you are already registered 1. Log on to your TRAIN site. 2. From the homepage, click My Learning from the My Learning Record box located on the right hand side of the page. 3. On the resulting page, you will see a listing of all courses for which you are currently registered. 4. To launch a course, click on its title. TRAIN Administrator Handbook v3.2 (03/26/2008) 71

72 5. To change the status of any of the courses you are registered for, click the M icon next to a course title (see the My Learning section for more information). Courses for which You Have Already Registered How to Post a Review of a Course 1. Log on to your TRAIN site. 2. Locate your desired course using the steps outlined in How to Search for Courses above. If you would like to review a course that you are currently enrolled in, you may do so from the Transcript page located in the My Learning Record box on the right hand side of the TRAIN homepage. 3. From the Reviews tab on the Course Details screen, click the Add button. 4. Fill out the form, including quality, rating, title, and comments. Note: If you would like your review to be posted anonymously, simply uncheck the Show name box. 5. Click Submit to finish posting the review, or Cancel to go back without saving your entry. How to Use the Resources Area 1. Log on to your TRAIN site. 2. Click the Resources tab, located in the Navigation Tab bar. 3. On the resulting page, you have several options. a. To locate a resource, choose from the categories listed in the menu on the left hand side of the page or use the Search Documents by Keyword function. b. To view a resource, click on the title of the document you wish to view. c. To add a resource: i. Click on the Add Resource button. Resource Page 72 Public Health Foundation

73 ii. On the resulting page, fill in the necessary information in the fields provided. If you wish to format your description using HTML coding, click the HTML Mode box. iii. To Upload a document, make sure the Upload Document button is selected. Then either type in the path of your document or click Browse to pinpoint the document on your computer. iv. To create a link to a website, make sure the URL to Browse button is selected and type the address of the website in the field provided. v. Click Save to finish adding the resource. How to Use the Discussion Boards 1. Log on to your TRAIN site. 2. Click the Discussion Boards tab, located in the Navigation Tab bar. Discussion Threads 3. On the resulting page, you have several options: a. To view different Discussion Topics, choose from the list of topics available in the menu on the left hand side of the page. b. To view a message, click on the title of the message. c. To view a reply to a message, click the + Reading and Replying to Messages icon next to the thread title. Or, click the blue arrow located in the top right hand corner of the message while viewing the message. This allows you to move freely back and forth through the replies. d. To reply to a message: i. Click the Reply button while viewing the message. ii. On the resulting page, fill in the necessary information in the fields provided. If you wish to format your description using HTML coding, click the HTML Mode box. iii. To upload a document, make sure the Upload Document button is selected. Then either type in the path of your document or click Browse to pinpoint the document on your computer. e. To expand a discussion, click on the plus sign (+) next to the discussion thread. An expanded discussion thread will feature both the initial message and any replies. f. To create a new thread (or a new discussion), click on the New Thread button while viewing the discussion boards. Enter the necessary information and click Submit to post your message as a new thread. TRAIN Administrator Handbook v3.2 (03/26/2008) 73

74 g. To go back to the main page of the discussion topic while viewing a message, click on the Back to Threads button. Spotlight Links On the Home page of TRAIN, you will notice various links under the heading of Spotlight to the upper-left of the screen. These links are provided to you by both PHF and your state TRAIN Administrator. If you have any questions about the links provided, contact either PHF or your state TRAIN Administrator. Upcoming Events Course Providers are able to display sessions for their courses in the Upcoming Events box, located just under your My Learning Record. Clicking the title of a course will take you directly to the Course Details page. This is a good way of finding upcoming courses that are available to you. How to Request the Role of Course Provider If you would like to post courses to the TRAIN website, simply: 1. Log on to your TRAIN site. 2. Click My Account from the My Learning Record box located on the right hand side of the page. 3. Scroll to the bottom of the page and click on Request to Become a Course Provider. 4. A new form will open at the bottom of the page. Fill it in as completely as possible and click Save. 5. Your request will be reviewed by the Administrator in charge of Course Provider Approvals for your state. You will be informed of their decision via . What to Do if You Forget Your Password 1. Go to your TRAIN Login page. 2. Click on the Forgot your password? link, below the Login button. 3. You will be asked to enter your login name and then answer the secret question which you previously established when registering with TRAIN. 4. Your password will be displayed to you on screen. It will not be ed to you. Retrieving Your Password 74 Public Health Foundation

75 5. If you are unable to remember your login name or password answer follow the on-screen prompts. TRAIN will ask you other questions regarding the information in your account in order gain access to your password. 6. If you continue to have problems, contact your state TRAIN Administrator, or Evaluations and Assessments State Administrators, Course Providers, and any User with the Evaluation or Assessment Manager role are able to create Assessments and Evaluations for courses on TRAIN, regardless of the Course Format. Pre-Assessments are given to users as the first step in registration and must be completed before the user s registration moves to In Progress. Post-Assessments are given to users after they have completed a course and must be completed before the course will be marked as Completed and moved into their transcript. Evaluations are given after any post-assessment has been completed, and can be set as either mandatory or not-mandatory. Assessments have quantifiable questions that are graded for a pass/fail result, while Evaluations are completely subjective and are not graded in any way. Creating Course Assessments Any course entered can be set up to test users on their initial knowledge of a subject as well as a postcourse assessment to test users on their comprehension of course material. This section deals with creating assessment tests from a pool of questions available in TRAIN. To read more on creating or adding to the pool of available questions, please see the following sections Managing Assessments and Managing Evaluations. 1. Click Administration on the Navigation Tab Bar. 2. Click Courses on the left side menu (if you have multiple administrative roles). 3. Click Course List on the left side menu and find the course you wish to edit. TRAIN Administrator Handbook v3.2 (03/26/2008) 75

76 4. Once you have located your course, click the Assessments icon, which looks like a checkbox with an active check. 5. On the following screen you will be presented with the National Visibility Tree. You can add an assessment for your course to any group or subgroups. 6. Click the group you wish to add your assessment to. 7. To add a pre- or post-assessment (you may also add a practice post test), click the Add button for the correct option. The method of adding a pre- and post-assessment is identical, so we will only go through adding a preassessment in this document. 76 Public Health Foundation

77 8. You must first decide what Credit Type your assessment will apply to; you may create a different assessment for each type of credit that is offered by your course. If you want to set up one assessment for all credit types, select None for the type. 9. On the following screen you will be presented with three tabs; Common, Introductory Text, and Final Page Text. 10. Common: The only required fields are Name and minimum passing score. The score is not a percentage, but rather a point-value. You will define the total point value as you add questions. Enter the total points needed to pass in the Score field. You can always come back to edit the score after adding your questions. a. Question Delivery Type: Using this dropdown you can set your assessment to either be a defined sequence the same for every user or you can select Random Order the same questions for every user, but not the same order or you can select M Random Questions out of N selected for example, every user will see a total of 10 different questions out of the 20 assigned to the assessment. b. Number of Questions: Use this form to set the number of questions a user will be required to take out of the total questions assigned to the assessment. Leave blank to require all questions be taken. This option is only available when delivery Type M out of N questions is selected. c. Open Book: (only available for POST-Assessments for Online courses) When checked, this option allows the user to launch the online course until post-assessment is completed. d. Active: Check to make the assessment live and begin testing your users. Uncheck to remove the assessment from use. e. Start Date/End Date: If you wish to define a set date-range for which you would like your assessment to be accessible, enter those dates here. TRAIN Administrator Handbook v3.2 (03/26/2008) 77

78 f. Start Time/End Time: You can add a Start Time and End Time to your Start/End Dates to further customize your Assessment delivery. g. Time Limit: If you wish to limit the amount of time a user can take to complete the Assessment, enter that time here. The time must be entered in minutes: example, 1 and ½ hour = 90 minutes. h. Attempts Allowed: You can limit the number of attempts a user has to complete a course. This allows you to build in a certain amount of leniency if you wish to take into consideration possible problems such as connectivity issues, weather, etc. An important point to clarify on Attempts Allowed is that this number does not allow the user to complete the assessment that number of times. Once the user completes the assessment in its entirety, they may not take it again. If a user clicks the Start Assessment button, but for some reason is unable to complete the assessment, they have used 1 attempt. When they return to TRAIN and click the Start Assessment button again, they will begin their 2 nd attempt. i. Assessment Window Properties: Using the given options, you can define the status of the pop-up window containing the assessment. If you wish to remove items from the browser window such as Menu Bar, Scroll Bar, or Tool bar, simply uncheck the respective checkboxes. You can also define the height and width of the window, as the distance from both the top of the screen and the left of the screen. 11. Introductory Text: In this tab, enter any text you wish the user to read before taking the assessment. 12. Final Page Text: You may enter any text you wish the user to read after completing the assessment in this tab. 13. Once you have filled in all required and optional information, click Save. 14. To edit the properties of your assessment, simply return to the course s Assessment page, and click the pencil next to either the pre- or post-assessment name. Adding Questions 1. The next step in creating your assessment is to add questions. 2. After initially creating your assessment and clicking save, you will be directed to add questions; simply click Add Questions to continue. 3. You will see the minimum score required to pass at the top of the screen to edit this, return to the course assessment page and click the pencil icon next to the assessment name. 4. To add a new question, click Add. 78 Public Health Foundation

79 5. You will be presented with a question bank of all available Assessment questions in elms. You can filter the list based on the Question Category and Question Types. 6. To add questions to your assessment, check the questions you wish to add and enter a score this score will be applied to all selected questions. If you wish to add all questions in a given category, simply click the checkbox at the top of the checkbox column. If you wish to have different scores to questions of the same category and type, simply repeat the Add process and enter different Score integers each time. You can also edit any score from the Assessment Question List page. 7. Once you have selected your questions, click Save. You will be directed back to the Assessment Question List page, displaying all of your Assessment s questions. 8. To add additional questions, click Add and repeat the previous steps. 9. To edit any question s point value, simply click the pencil icon next to the Order No. column. 10. To edit the order number of your questions (which will be the default order unless a random order is chosen), use the arrow images to the right of the column. 11. To remove a question, you may either deactivate it by editing the question and un-checking the active box, or you may completely delete the question by clicking the blue x. TRAIN Administrator Handbook v3.2 (03/26/2008) 79

80 Note: If you have not created any questions or need to add a new question, you can always click Add New Question at the bottom of the Choose Questions screen. This will direct you to the Create Question screen and then direct you back to the Choose Question screen for your assessment once you have finished. A note on Post-Assessment Practice tests: Users are allowed to take any Post-Assessment Practice test as many times as they would like. There is no limit to the number of attempts, and the scores are not graded. This allows users to be able to test their connectivity and become familiar with the process before starting the actual post-assessment test and beginning their first Attempt. Creating Course Evaluations Any course entered can be set up to receive feedback from the user regarding the course they just completed. This section deals with creating a course evaluation from a pool of questions available in the elms system. To read more on creating or adding to the pool of available questions, please see the following section Managing Evaluations. The process of setting up Course Evaluations is nearly identical to the process of setting up Course Assessments. 1. Click Administration on the Navigation Tab Bar. 2. Click Courses on the left side menu (if you have multiple administrative roles). 3. Click Course List on the left side menu and find the course you wish to edit. 4. Once you have located your course, click the Evaluations icon, which looks like a small bar graph. 80 Public Health Foundation

81 5. On the following screen you will be presented with the National Visibility Tree. You can add an evaluation for your course to any group or subgroups. 6. Click the group you wish to add your evaluation to. 7. To then add an evaluation, click the Add Evaluation button located beneath the Course Evaluations header. 8. You must first decide what Credit Type your evaluation will apply to: you may create a different evaluation for each type of credit that is offered by your course. If you want to set up one evaluation for all credit types, select None for the type. TRAIN Administrator Handbook v3.2 (03/26/2008) 81

82 9. On the following screen you will be presented with three tabs; Common, Introductory Text, and Final Page Text. 10. Common: The only required field is the Evaluation Name. a. Start Date/End Date: If you wish to define a set date-range for which you would like your assessment to be accessible, enter those dates here. b. Start Time/End Time: You can add a Start Time and End Time to your Start/End Dates to further customize your Assessment delivery. c. Mandatory: By checking this box, users will not be able to complete the course without submitting the evaluation. If you would like to allow users to skip the evaluation, then uncheck this box. d. Anonymous Results: By checking this box the Evaluation Results submitted by users will be anonymous, and not tied to their user account. e. Active: Check to make the assessment live and begin testing your users. Uncheck to remove the assessment from use. You must save the assessment and add questions prior to making it active. f. Assessment Window Properties: Using the given options, you can define the status of the pop-up window containing the assessment. If you wish to remove items from the browser window such as Menu Bar, Scroll Bar, or Tool bar, simply uncheck the respective checkboxes. You can also define the height and width of the window, as the distance from both the top of the screen and the left of the screen. 11. Introductory Text: You may enter any text you wish the user to read before taking the evaluation in this tab. 12. Final Page Text: You may enter any text you wish the user to read after completing the evaluation in this tab. 13. Once you have filled in all required and optional information, click Save. 14. To edit these properties of your assessment, simply return to the course s Evaluation page, and click the pencil icon. Adding Questions: 1. The next step in creating your assessment is to add questions to your evaluation. 82 Public Health Foundation

83 2. Once you click Save after initially creating your evaluation you will be directed to add questions: simply click Add Questions to continue. 3. You will be presented with a question bank of all available evaluation questions in elms. You can filter the list based on Question Category and Question Types. 4. To add questions to your evaluation, check the questions you wish to add and enter a score this score will be applied to all selected questions. If you wish to have different scores to questions of the same category and type, simply repeat the Add process and enter different Score integers each time. You can also edit any score from the Assessment Question List page. 5. Once you have selected your questions, click Save. You will be directed back to the Assessment Question List page, displaying all of your Assessment s questions. 6. To add additional questions, click Add Question and repeat the previous steps. 7. To edit the order number of your questions, use the arrow images to the right of the column. 8. To remove a question, you may either deactivate it by editing the question and unchecking the active box or you may delete the question by clicking the blue x. Managing Assessments Assessments are built using questions from an existing pool or question bank within TRAIN. You can build your assessment from existing public questions or build your own categories and questions to use in your assessments. Assessment Question Bank 1. Assessments are used to gather feedback from your users regarding the courses they take through TRAIN. An assessment may be added to any course that you list. Multiple Assessments can also be added to one course based on various Credit Types. TRAIN Administrator Handbook v3.2 (03/26/2008) 83

84 2. In order to organize questions, you must first create Assessment Categories. Once you have established Category Types for questions, you may then build questions that are associated with the Category Type. Creating and Editing Assessment Categories 1. Click Administration. 2. Click Courses and then click Assessment Questions. 3. On the resulting screen, you will see a list of all entered Assessment Categories. To add a new category, click Add. 4. You will then need to give your category a name, choose if you will allow it to be Public or not, and be sure your category is Active. a. Any Public category will be viewable to other TRAIN users. They will be able to use your category s questions for their own assessments and evaluations. 5. Click Save to save your category and return to the Question Category list. 6. To edit an existing category, simply click the pencil icon next to the category name. Creating New Questions 1. To add questions to an Assessment Category, first navigate to the Assessment Question Bank page. 2. To add a new question, click the name of the appropriate category. 3. You will then see a list of all questions currently in that category. To add a new question simply click Add. 4. You must first decide what type of question your new entry will be. Once you have selected the question type, click Next. 5. Once you have selected the question type, you will be presented with two tabs. The first tab, Common, requires you to place the question into a category, add the text of the question, and set the question status to Active. You may also upload an image on the Common tab that will be displayed as part of the Evaluation Question. 84 Public Health Foundation

85 6. The second tab you will see is dependent upon the type of question you are building. For example, if you are building a Multiple Choice question, you will build the selections using the standard editing functions used throughout the site, marking one question as correct. TRAIN Administrator Handbook v3.2 (03/26/2008) 85

86 As a second example, if you select a Rating question type, you will see a Rating Settings tab where you will set point values. You will not always be presented with the second tab. For example, if you are building a true or false question, you will simply mark the question as being true or false on the Common tab. You may also upload images to individual question choices if necessary. Editing Existing Assessment Questions 1. Click Administration. 2. Click Courses and then click Evaluation Question Bank. 3. Click the Name of a Question Category to bring up the current list of questions. 4. Once you find the question you wish to edit, click on the Pencil icon next to its name. 5. Make any changes necessary and then click Save to finalize your edits. Note: You will be warned if the question is assigned to a live assessment(s). If you continue to edit a question that is in use it will change the evaluation that it is assigned to. Managing Evaluations Evaluations are built using questions from an existing pool or question bank within TRAIN. You can build your evaluation from existing public questions or build your own categories and questions to use in your evaluation. Evaluation Question Bank 1. Evaluations are used to gather feedback from your users regarding the courses they take through TRAIN. An evaluation may be added to any course you list. Multiple Evaluations can also be added to one course based on various Credit Types. 2. In order to organize questions, you must first create Categories. Once you have established Category Types for questions, you may then build questions that are associated with the Category Type. Creating and Editing Evaluation Categories 1. Click Administration. 2. Click Courses and then click Evaluation Question Bank. 3. On the resulting screen, you will see a list of all entered Evaluation Categories. To add a new Category, click Add. 86 Public Health Foundation

87 4. You will then need to give your category a name, choose if you will allow it to be Public or not, and be sure your category is Active. a. Any Public category will be viewable to other TRAIN users. They will be able to use your category s questions for their own assessments and evaluations. 5. Click Save to save your category and return to the Question Category list. 6. To edit an existing category, simply click the pencil icon next to the category name. Creating New Questions 1. To add questions to an Evaluation Category, first navigate to the Evaluation Question Bank page. 2. Click the Name of a Question Category to bring up the current list of questions. 3. On the following screen, click Add. 4. You must first decide what type of question your new entry will be. Once you have selected the question type, click Next. 5. Once you have selected the question type, you will be presented with two tabs. The first tab, Common, requires you to place the question into a category, add the text of the question, and set the question status to Active. You may also upload an image on the Common tab that will be displayed as part of the Evaluation Question. 6. The second tab you will see is dependent upon the type of question you are building. For example, if you are building a Multiple Choice question, you will build the selections using the standard editing functions used throughout the site, marking one question as correct. As a second example, if you select a Rating question type, you will see a Rating Settings tab where you will set point values. You will not always be presented with the second tab. For example, if you are building a true or false question, you will simply mark the question as being true or false on the Common tab. You may also upload images to individual question choices if necessary. Editing Existing Evaluation Questions 1. Click Administration. 2. Click Courses and then click Evaluation Question Bank. 3. Click the Name of a Question Category to bring up the current list of questions. 4. Once you find the question you wish to edit, click on the pencil icon next to its name. 5. Make any changes necessary and then click Save to finalize your edits. TRAIN Administrator Handbook v3.2 (03/26/2008) 87

88 Note: You will be warned if the question is assigned to a live evaluation(s). If you continue to edit a question that is in use it will change the evaluation that it is assigned to. Users and Assessments 1. Pre-Assessments: Assessments are always mandatory. Therefore when a user registers for a class, they must complete any Pre-Assessment before they are considered fully registered and In Progress. 2. There are a number of locations where the user will be instructed to complete the Pre-Assessment: a. On the course Registration tab. b. In the user s My Learning c. On the home page, above the My Learning Record. 3. In order to launch the Pre-Assessment, the user must click the Assessment button, which is located both on the Registration tab (shown above) and in the Course Registration Management. Once clicked, the Assessment will open in a new window as defined in the Common tab of the Assessment. 4. Users will then answer each question to the best of their knowledge and click Next to proceed to the next question. Upon completion of the Assessment, users will be given their score. 88 Public Health Foundation

89 5. Once the Pre-Assessment has been completed, the registration is considered complete and the users registration status is moved to In Progress. 6. If at any time the user wishes to review their Pre-Assessment test they can do so simply by going to the Course Management screen while the course is In Progress or the Transcript once the course has been Completed. Above: Pre-Assessment link in My Learning Below: Pre-Assessment and Post-Assessment links in Transcript On the Course Management screen, simply click the name of the Assessment to open and review. On the Transcript, click the Status name (pending, passed, failed) to open and review. 7. Post-Assessments: Any Post- Assessment must be completed before the course status can be changed to Completed and the course moved to the user s Transcript. Once a user has gone to their Course Management screen and clicked Complete they will be prompted to take the Post-Assessment. 8. There are a number of locations where the user will be instructed to complete the Post-Assessment: a. Immediately after clicking Completed on the Course Registration Management screen. b. In the user s My Learning. c. On the home page, above the My Learning Record. TRAIN Administrator Handbook v3.2 (03/26/2008) 89

90 9. Users will then answer each question to the best of their knowledge and click Next to proceed to the next question. Upon completion of the Assessment, users will be given their score. 10. Once the Post-Assessment has been completed, the course is considered complete, the user s registration status is moved to Completed, and the course is moved into the user s Transcript. 11. If at any time the user wishes to review their Post-Assessment test they can do so simply by going to the Transcript once the course has been Completed. On the Transcript, click the Status name (pending, passed, failed) to open and review. Users and Evaluations Evaluations are very similar to Assessments, but evaluations are not always mandatory 1. For a mandatory Evaluation, users must complete the Evaluation before the course will be considered complete and moved into their Transcript. 2. There are a number of locations where the user will be instructed to complete the Evaluation: a. On the course Registration Tab. b. In the user s My Learning. c. On the home page, above the My Learning Record. 3. If an Evaluation is not mandatory, the course will be moved directly into the user s transcript. Users will then be able to take the evaluation at any time by clicking the Evaluation name from 90 Public Health Foundation

91 their Transcript. Users will also be reminded of the evaluation with the Pending Evaluations link on their home page. Managing User Assessments and Evaluations Assessments 1. All assessment information can be found in the Course Roster. To review, in order to get to the Course Roster simply click the Administration tab, then click Courses/Course List, find your course in the resulting list and then click the Roster icon. 2. The roster will display the Pre- and Post Assessment status of every user in the roster. 3. In order to view the answers of a user s Pre or Post Assessment simply click the Status Type (pending, passed, failed) to open the Assessment and review the questions. 4. Note: If your Pre/Post Assessment has any subjective questions associated with it, you are responsible for reviewing the Assessment and manually passing or failing the user s Assessment. To update the user s Assessment with a pass or fail grade, simply click the pencil icon next to the Status Type (in this case pending). On the resulting screen mark either Pass or Fail and click Save to continue. Evaluations 1. The information for Evaluations is obtained through an Excel export. To export evaluation information for a course click the Administration tab, then click Reports, click Evaluation Results, and finally click Click Here to Generate Evaluations Report. 2. Select the name of your course in the Courses drop down list. 3. Select the name of your Evaluation from the resulting list of Course Evaluations. TRAIN Administrator Handbook v3.2 (03/26/2008) 91

92 4. If the selected evaluation was set to Anonymous Results then you will only be able to pull aggregated data. However, if the selected evaluation was not set to be anonymous then you will have the option of selecting the Aggregated export, or the Personal export. a. Aggregated: Provides all evaluation questions along with statistical information regarding submitted responses for each question. b. Personal: Provides all evaluation questions along with all responses, including the user s name who submitted each response. 5. Click Create Report. You will generally be prompted to either Save or Open the report. If you choose to open it immediately as opposed to saving it, be sure to save a copy from Excel. Finding Master Training Plan Master Training Plan The Master Training Plan module allows administrators to set up recommended or required sets of courses ( Training Plans ) and monitor user progress through each plan. In order to use the Master Training Plan: 1. Go to Administration, Courses, Training Plan. 2. By default the Training Plan page will display a list of all Training Plans that are available to you based on your Training Plan Manager role. a. Clicking the x icon for any Training Plan will delete the plan. b. Clicking the pencil icon will take you to the Edit Training Plan page. This is where you define the name and description of the Plan as well as set the visibility for the report (who can see/run the report). You can also edit the Notify date. 92 Public Health Foundation

93 Notify and Prior to sends all users Training days Each deadline Training Plan Manager Users Days Deadline. This option out notification to registered for the Plan a certain number of before the deadline. user can have a different for the Plan. c. Clicking this icon will take you to the Assign Users page. This is where you manually register/assign users to the Training Plan as well as access each users Training Plan list in order to monitor progress. From this list you can also remove users from the Training Plan and mass any user(s) in the plan. d. Clicking this icon will take you to the Edit Training Plan Components page. This is where you can create sections and add courses to the plan. Adding a New Training Plan To add a new plan: 1. From the Training Plan page, click the Add button, located at the bottom-left corner of the list. 2. On the Details tab, enter a report Name, a Description of the training plan, and define the number of days prior to each user s deadline that a reminder notification should be sent. 3. Click the Visibility tab to define who will be able to see/run your report. Select the appropriate group for visibility Training Plans can be assigned to any sub-group. 4. Once you have the Details and the Visibility tabs filled out, click Save to return to the Training Plan list. Editing Training Plan Components Training Plans are built by adding groups and subgroups (all called Sections) and then tying courses to these sections. To design your Training Plan components: 1. Click the Relationship icon from the Training Plan page. 2. To add sections: a. Highlight a section and click Add Section to add a sub-group to the selection. b. Enter the name of the new section. TRAIN Administrator Handbook v3.2 (03/26/2008) 93

94 c. Continue as necessary until the structure is complete. 3. To add courses: a. Highlight a section and click Add Course. b. Select if a New Course is to be added or if an Existing Course is to be added. c. If New Courses is selected the Course Wizard will be displayed. Enter all course information as normal and save the course. The course will be added to the Training Plan once it has been saved. d. If Add Exiting Course is selected, search for the Course(s) via the Keyword search by entering the keyword and clicking Search. You are also able to search for specific courses using the Course ID. e. Place a check next to the name of the courses in the resulting course list and click Link Selected Courses. f. These courses will now be displayed under the selection to which they are assigned. If the course needs to be required place a check in the box next to the Course Name. 4. To edit a section highlight the section name and click the pencil icon. a. If you click to highlight a Course and then click the pencil icon, it will take you to the Course Wizard to edit the course. Note: anyone with the role of Training Plan Manager has the ability to edit course content. 5. To delete a section or a course, highlight the name of the section or course and click the blue x icon. 6. When finished building the Component structure for the Training Plan click Save and Back to return to the Course Add/Edit module. Assigning and Removing a Training Plan to Users Once a Training Plan has been build it can be assigned to users who are then able to see the series in their My Training Plan and take the courses. Users can also search for Training Plans via the Course Search module. To assign a Training Plan to users: 1. From the Training Plan page click the Notebook icon for the appropriate Training Plan. 2. The following page will display a list of users currently assigned to the Training Plan. If no users have been assigned the list will be blank. Click Add More Users to continue. 3. From the list of displayed users place a check next to the name of each user to be assigned to the Training Plan. Click the Search For Users radio button to find users via a search instead of paging through the list. 94 Public Health Foundation

95 4. Once all desired users have been selected click Add Selected Users. You can automatically assign the same Completion Date to all selected users by entering the date in the Set Completion Date to the selected users text area. 5. To remove a user from Training Plan place a check next to the user s name in the Assigned Users table and click Remove Selected Users. 6. Once the all users have been assigned click Back to return to the Training Plan home page. The assigned users will now have access to all courses within their My Training Plan link in the My Learning Record box on the home page. Viewing User Progress Training Plan Administrators are able to monitor user progress through each Training Plan. To access each user s plan: 1. From the Training Plan page click the Notebook icon for the appropriate Training Plan to go to the Training Plan By Users page. 2. From this page click the Relationship icon for any user. This will take you to the Training Plan by User page. All user details regarding the plan are available on this page. a. The Plan is broken down by Sections. b. Each course is displayed by Name within the appropriate section and designated as Required or Optional. c. For each course you can also view the format, the completion status, and the actual completion date. 3. Training plans with the icon mean that the user was added to the plan by an administrator. 4. Training plans with the icon mean that the user added themselves to the plan through the Course Search module. 5. Administrators can also view all training plans assigned to the user by clicking the user s Login Name from the Training Plan by Users page. TRAIN Administrator Handbook v3.2 (03/26/2008) 95

96 Conferences The TRAIN conference feature is designed to allow administrators to create as asset for which the course material may cover several days and have several sessions available. This portion of the Admin handbook covers how to create and manage a TRAIN Conference. The Conference Wizard To create a new TRAIN conference, go to the Administration interface and click the Courses list menu; then, click Conference List in the list submenu that appears. o This will reveal the Conference List. Now click the Add button atop the Conference List page. This will open the Conference Wizard. To edit an existing conference record, locate the title of the desired conference and click the pencil icon next to the title to open the Conference Wizard interface. Within the Conference Wizard, on the right side of the page, you will notice the Conference Wizard Navigation list menu. In this portion of that handbook we will work through each of these options. First, let us discuss the buttons which will be available at the bottom of the page throughout the wizard: Previous o This button is available on every page, except the first. o Clicking this button will move you back one step in the wizard. o For example, if you are in the Travel & Lodging portion of the wizard, and you click the Previous button, you will be taken to the, immediately previous, Sessions portion, which is the last subsection of the Session Information section. Next 96 Public Health Foundation

97 o This button will advance you to the next portion of the wizard. o If you attempt to move to the next portion using the Next button, but you have not provided all the required information for the page you are currently on, you will receive an error and will not advance to the next session. Delete o Clicking this button will obliterate all progress on the current conference. The conference will be removed from the Conference List page and all data for the conference will be irrevocably deleted from the elms. Save & Finish Later o Using this button will save your current progress on the open conference and will close the Conference Wizard. o If you attempt to use the Save & Finish Later button, but have not provided all required information for the page you are currently working on in the wizard, the system will return an error and your conference will not save; but rather will remain open. To remedy this, use the red error messages to guide you to where more information is required. Cancel o This button will cancel all progress made in the current instance of the Conference Wizard, the information entered will not be saved and the wizard will close. 1. General Information a. By default, this portion of the wizard will be selected when you add a new conference or edit an existing conference. b. Required information this information must be entered into the named fields before you can advance to the next section of the wizard using the Next button. i. You must provide a Conference Name. ii. You must provide a Sponsor/Offer. iii. You must provide a Description. c. Details i. Here you will enter what can generally be considered availability data. This includes, when the conference takes place, the registration deadline and the time zone; as well as, some of the display options for the conference. ii. Required information this information must be entered into the named fields before you can advance to the next section of the wizard using the Next button. 1. Conference Start Date. 2. Conference End Date. 3. Conference Time Zone. TRAIN Administrator Handbook v3.2 (03/26/2008) 97

98 iii. Other data this information may be entered at the provider s discretion; however, it is important to note that some of these options may be selected as the elms default. 1. Attend Capacity/Seat Limit If you wish to limit the number people who may attend this conference, enter that number in the Attend Capacity/Seat Limit field. 2. Show In Learning Calendar Select this option if you would like the conference to appear in the TRAIN Learning Calendar. By default, this option will not be selected. 3. Prevent Early Completion Selecting this option will prevent users, registered for the conference from changing their course registration status until the conference date has passed. By default, this option will not be selected. 4. Active This option allows providers to make the conference active or inactive. An active conference will appear in usual lists such as, search results and the TRAIN Learning Calendar. An inactive conference will only appear in the Conference List as accessible via the Administrative interface (i.e., the access instructions at the beginning of this section). d. Contacts i. Here you will enter the contact information for the conference. The information entered here will allow users to contact the appropriate person should the user have any questions concerning the conference. ii. To do add a new contact, click the Add Contact button. 1. This will reveal the Add Contact interface. 2. To add a contact, you must supply all required information. a. Enter the contact s name in the Name field. b. Enter the contact s phone number in the Phone field. c. Enter the contact s address in the field. 3. Although a contact website is not required, if there is an appropriate website for the contact, enter this information in the URL field. 4. Click the Add button once all required contact information has been supplied. 5. Click the Cancel button to abort adding a contact and return to the previous screen. iii. To edit an existing contact, click the pencil icon next to the appropriate contact s name. This will allow you to edit all aspects of the contact information. 98 Public Health Foundation

99 iv. When you have made the necessary edits, click the Save icon to save the changes. If you choose not to save the changes you have made, click the De- Pencil icon and the information will revert to its previous state. v. To delete a contact, click the Delete icon. 2. Location Information a. Conferences will usually take place at some location, such as a hotel or convention center. b. Here you will enter the location information for your conference. Conferences do not require that location information be entered for them; however, if you have location data, it is a good idea to enter it. c. There are two methods by which you can add location information for your conference. d. The Add Location button. i. Clicking this button will reveal the Add new Location interface. ii. To enter a new location, you must provide the following information. 1. Enter the location s title, in the Title field. 2. Enter the location s address in the Address field. If the Address requires two lines, use the Address 2 field to supplement the first Address field. Note that the Address 2 field is not required. 3. Enter the location s city in the City field. 4. Select the location s country from the Country dropdown menu. Notice that United States is the first option in the dropdown menu. 5. Select the location s state from the State dropdown menu. 6. Enter the location s zip code in the Zip field. 7. Enter a telephone number for the location in the Phone field. iii. You can also enter telephone number extension information into the Extension field, though this data is not required. iv. Click the Add button once all required location information has been supplied. v. You should now see your location listed on the Location Information page. e. The Batch Upload button i. You can also upload, or Batch, several locations into one conference ii. To do so, click the Batch Upload button and then click the Download Template button on the page that follows. This will download the Location Upload Template to your computer. 1. The information required for the batch upload is the same as the required information for the single location procedure mentioned above. 2. Additionally, it is required that you include information on which room at the location in which the conference will take place. These are the last TRAIN Administrator Handbook v3.2 (03/26/2008) 99

100 two columns of the batch template. Under Room title simply enter the name of the room as you want users to see it. In the description column, you can enter a description of that room. iii. Once you have entered the required and desired information into the Location Upload Template simply resave the file to your computer and click the Browse button in the wizard on the Batch Upload page. Then select the file you just saved and click the Next button. iv. The system will then take a moment to upload your location information. When this process is complete, the page will display a Completed message indicating as such. When the Completed message displays, click the Next button. v. The following page will indicate some information about the upload; and whether or not the upload was successful. Success of the upload will be indicated in the Status column. 1. If the Status column does not indicate OK then there is something wrong with the information you attempted to upload. 2. These errors will be displayed in the Check column. If this is the case, please reopen the CSV file from your computer and correct the necessary data as indicating by the Check column. vi. If you wish to repeat the upload process, click the Upload one more file button. vii. If you would like a log of the upload process which has taken place, click the Download log file button. viii. You should now see your locations listed on the Location Information page. f. After you have added your locations, either with the Add Location button or Batch Upload button, you should see a list of the locations available for this conference listed on the Location Information page of the Conference Wizard. g. Next to each location there is an Add Room button. It is not required that you add rooms for your locations; however, if this information is available, it is suggested that you do add it. i. To add a room to your conference locations, click the Add Room button next to the appropriate location. ii. On the Add Room page that follows, enter the following required information. 1. Enter the title of the room or room number in the Title field. 2. Enter a description of the room (e.g., room contents) into the Description field. iii. After all required information has been entered, click the Add button. This will return you to the Location Information screen where you should now see the room listed next to the appropriate session. 100 Public Health Foundation

101 iv. You can also click the Cancel button to exit the Add Room interface without saving the information at anytime. h. Next to each location and location room you will notice the standard Pencil and Delete icons. Use these icons to edit or delete a location or location room. 3. Conference Certificates a. If you wish to add a certificate to the conference, do that here. b. The Add Certificate button. i. Clicking this button will allow you to add a new certificate for this conference. This requires entering the required information in the Add Certificate interface. 1. Required information for this interface includes only the Certificate Type dropdown menu from which you must make a selection. ii. If you wish to enter certificate note, you can do so in the Note field. This information is not required. iii. Once all information has been entered for the Add Certificate interface, click the Save Certificate button and you will be redirected to the previous page. c. The Certificates list i. This is a list of the certificates which have been added for this conference. ii. You can use the standard Pencil and Delete icons to edit and delete certificates as necessary. 4. Session Information a. Here you will enter the information for your conference sessions. b. The first step is to indicate whether or not you would like to use Tracks to identify which session a user should attend if that use is following a particular learning track or curriculum of material. You will need to indicate Yes or No for the use of tracks. c. Once this indication has been made, click the Next button to proceed. d. Tracks i. If you have selected No in the previous section, indicating that the conference will not use tracks, then you will skip this step. If you have selected Yes in the previous section, then you will need to take this step. ii. The Tracks interface is simple and has only one important button and one list. iii. The Add Track button. 1. Clicking the Add Track button will redirect you to the Add Track interface. 2. In the Add Track interface, you must indicate the following. a. Enter the track name in the Name field. TRAIN Administrator Handbook v3.2 (03/26/2008) 101

102 b. Select a color for the track from the Color dropdown menu. Although it is not required, it is strongly recommended that you choose a different color for each track. 3. After all required information has been entered, click the Save Track button to return to the Tracks interface. iv. The Tracks list 1. This list will display all tracks which have been added for this conference. 2. You can use the standard Pencil and Delete icons to edit and delete tracks as necessary. e. Sessions i. This is one of the most important parts of the Conference Wizard. It is also one of the more complex aspects of the Conference Wizard. ii. You will notice that there is a session list on this page. This list is broken into days. These days are determined by the information entered in the General Information Details Interface (please see 1.c above.). iii. Next to each day is an Add button. Click the Add button to begin adding a session for the day to which the Add button is next. iv. The Add Conference Session Interface. 1. Notice, after clicking the Add button next to a particular day, elms will redirect you to the Add Conference Session interface. This interface is broken down further into several tabs, with like information per tab. 2. Here we will breakdown the Add Conference Session interface per tab. 3. It is important to note that you will not be able to move to another tab until the currently viewed tab has all required information in place. You can move from tab to tab, assuming all required information has been provided, by simply clicking on the tab you wish to view. 4. The Description tab a. This tab will be selected be default when you add or edit a session. b. You must provide the following required information for this tab. i. Enter the name of the session in the Session Name field. ii. Enter a starting time and an ending time in the Start Time and End Time fields. Or, you can use the Time Picker icon to select the necessary time for the appropriate field. 102 Public Health Foundation

103 iii. Indicate if there is any extra cost for the session in the Extra Session Cost field. If there is no cost for the session, enter 0 in this field. c. You may also provide a description for the session in the Description field. This information is not required. d. If the session will have a seat limit, enter this number in the Seat Limit field. This information is not required. e. If the session is going to be required for all users at the conference, check the Mandatory box. This information is not required. f. If the session will have a certificate independent of any and all conference certificates, select the certificate for this session from the Certificate dropdown menu. This information is not required. g. Lastly, the Active checkbox. If this box is checked, which it will be by default, the session will appear in the usual places through the TRAIN site. If the session is not Active the information for this session will only be accessible via the Admininistration interface. 5. The Locations tab a. The only information for this tab pertains to the location assignment for the session. b. You must choose at least one location or the Location To Be Assigned option. Location To Be Assigned will be selected by default. 6. The Credit Types tab a. Under this tab, you can add credit types which you would like to have associated with the session b. The Add Credit Type button i. Click this button to add a credit type to the session. Note that it is not necessary that any session have a credit associated. ii. You must select a credit type from the Credit Type dropdown menu. iii. If you wish, you can add an amount to the credit in the Amount field. TRAIN Administrator Handbook v3.2 (03/26/2008) 103

104 iv. Once all required information has been entered, click the Save Credit Type button to add the credit to the list of credits available for this session. c. The Credits list i. This list will display all credits which have been added to this session. ii. You can use the standard Pencil and Delete buttons to edit and delete credits for this session as necessary. 7. The Tracks tab a. This tab contains only a list of the tracks which have been created for this session (see section 4.d above). b. To assign a session to one or more tacks, simply select the checkbox next to the appropriate tracks. c. Note that a session can have none, one or several assigned tracks. 8. The Materials and Presenter Information tab a. Before you can make any progress on this tab, you will need to click the Save button at the bottom of the screen. After the session has saved, you will need to reselect the tab. b. This tab will contain the data for any presenters through whom you want to promulgate information at your session. c. The Presenter dropdown menu will contain a list of all presenters available for this session. Selecting a presenter will send a notice to them that you have requested their abilities for this session. d. You can choose to display all presenters in the dropdown menu, or only those from your state, by selecting or deselecting the My State Presenters Only checkbox. By default, this box will be checked. e. If you wish to upload additional documents for this session, click the Upload Additional Materials button. i. This will reveal the Conference Session Additional Materials Upload interface. ii. To upload additional materials, you must provide a name for the materials in the Name field. iii. You must also select the materials for upload from your local computer using the Browse button. 104 Public Health Foundation

105 iv. If the additional materials have a description which will be helpful to other users, enter that information in the Description field. v. Once all required information has been entered into the interface, click the Upload button. You will then see your additional materials listed, by name, under the Presenter dropdown menu. vi. The usual Delete icon is available for all additional materials; however, you cannot edit an individual additional material. You must first delete it and then reupload the material. 9. The Custom Fields tab a. This tab contains one button to add a New Custom Field. b. Clicking this button will reveal the Custom Field interface. i. Required data for a custom field only includes a Description. ii. However, you also have the option to make the custom field Mandatory. iii. To save a new custom field, click the Add button. c. After the new custom field as been added, it will appear in a list under the Custom Fields tab with the usual Pencil and Delete icons for editing and deleting the field. v. Once you have entered all required information for a session, click the Save And Back button. The session will now appear under the appropriate day in the Conference Sessions interface. vi. The Batch Upload button. 1. You can also upload, or Batch, several sessions into one conference. 2. To do so, click the Batch Upload button and then click the Download Template button on the page that follows. This will download the Session Upload Template to your computer. a. The information required for the batch upload is the same as the required information for the single session procedure mentioned above. 3. Once you have entered the required and desired information into the Session Upload Template simply resave the file to your computer and click the Browse button in the wizard on the Batch Upload page. Then select the file you just saved and click the Next button. TRAIN Administrator Handbook v3.2 (03/26/2008) 105

106 4. The system will then take a moment to upload your location information. When this process is complete, the page will display a Completed message indicating as such. When the Completed message displays, click the Next button. 5. The following page will indicate some information about the upload; and whether or not the upload was successful. Success of the upload will be indicated in the Status column. a. If the Status column does not indicate OK then there is something wrong with the information you attempted to upload. b. These errors will be displayed in the Check column. If this is the case, please reopen the CSV file from your computer and correct the necessary data as indicating by the Check column. 6. If you wish to repeat the upload process, click the Upload one more file button 7. If you would like a log of the upload process which has taken place, click the Download log file button. 8. You should now see your sessions listed on the Sessions list. vii. After you have added your sessions, either with the Add button or Batch Upload button, you should see a list of the sessions available for this conference listed on the Sessions page of the Conference Wizard. viii. Sessions which have been properly entered into the elms will appear under the Conferences Sessions list. Next to each session will be the usual Pencil and Delete icons. Also next to each session will appear the Assessment and Evaluation icons. These icons can be used to add an assessment or evaluation to the conference session. 5. Travel & Lodging a. You can enter information pertaining to local travel and lodging arrangements for your conference in this portion of the wizard. Generally, this information will give the address and name of a hotel or plaza where the conference attendees can stay throughout the conference. For communication purposes here, I will refer to such a location as a travel and lodging asset. b. To add travel and lodging information, click the Add Travel & Lodging Information button. c. This will reveal the Add New Travel Info interface. d. In this interface, the only required information is the name of the travel and lodging asset. This information must be entered into the Name field e. Other, optional information for a travel and lodging asset includes: 106 Public Health Foundation

107 i. Location Type Enter information about what kind of travel and lodging location this is (e.g., Hotel) ii. Description Enter a description of the travel and lodging asset. iii. Use the Address 1, Address 2, City, Country, State, and Zip fields to enter general address information for the travel and lodging asset for your conference. iv. If the travel and lodging asset has a coupon offer, enter that information in the Coupon Code field. v. Enter a website address for the travel and lodging asset in the URL field. f. After you have entered the required and desired info for you travel and lodging asset, click the Add or Update button. Or, you can click the Cancel button at any time to return to the previous screen. g. Once you have added a travel and lodging asset for the conference, that information, plus any additional travel and lodging information you may choose to enter, will appear on the Travel & Lodging list. Next to each travel and lodging asset will be the standard Pencil and Delete icons. 6. Additional Materials a. In this portion of the wizard you can add any additional materials you want accessible to all conference attendees. b. To add materials, click the Upload Additional Materials button. i. To add materials, click the Upload Additional Materials button. ii. To upload materials, you must provide a name for the materials in the Name field. iii. You can also provide a description of the materials in the Description field. This information is not required. iv. You will also need to choose the files to upload using the Browse button. v. Once you have provided a name for the materials and have chosen the correct file to upload, click the Upload button. This will upload your materials and will return you to the previous page. You can also exit the upload interface without making an upload by clicking the Cancel button. c. Once your materials have been uploaded, they will appear in the Additional Materials list. Next to each additional material file, there will be the standard Delete icon. There is no edit icon for the items in the Additional Materials list. To edit the materials you have uploaded, you will need to delete the faulty file, make the edits on the file on your computer and then re-upload the files. 7. Required Information/Forms TRAIN Administrator Handbook v3.2 (03/26/2008) 107

108 a. In this portion of the wizard, you can enter any additional information which the conference attendees will need to have. You will have the option to make this information required or not. b. To create a custom field in which to store the required information, click the New Custom Field button. i. This will reveal the Custom Field interface. ii. In this interface, all information will be entered into the Description field. iii. If the information in the Description Field is required for every conference attendee, select the Required checkbox. By default, this checkbox will not be selected. iv. Once all desired and required information has been entered, click the Add or Update button. Or, you can use the Cancel button to exit the interface without adding a custom field and return to the previous screen. c. Once you have entered a custom field, that, and any additional fields you may have added, will appear in the Required Information/Forms list. Next to each custom field entry there will be the standard Pencil and Delete icons. 8. Cost & Payment Information a. In this portion of the wizard you can enter any information pertaining to the costs and payments associated with the conference. b. The only information required for this screen is the Cost field. Enter the cost of the conference for attendees in the field. If the cost is nothing, enter zero in the Cost field. c. You can also provide a description of the cost (e.g., informational packet fee) so attendees will know more precisely what the money is being used for. This information is not required. d. If the cost information is available on a website outside of TRAIN, you can enter the address for that website in the URL field. This information is not required. 9. Visibility a. Here you will choose which TRAIN groups can search for and see the conference. b. You must select at least one group from the tree for visibility. 10. Confirmation Text a. When a user registers for a conference or is approved (if necessary) for a conference, they will receive a confirmation indicating their successful registration for the conference. b. You must provide a confirmation text which will be added to the notification . Provide this confirmation text in the Confirmation Registration Text field. 11. Confirmation Screen 108 Public Health Foundation

109 a. You can use this screen to review all the data for the conference. However, you cannot edit the information from this screen. To edit any piece of information for the conference, you will have to use the navigation links on the left to return to the appropriate section. 12. Submit for Approval a. This screen will display the approval status of your conference. b. If you are creating a new conference (versus editing an already existing one) you will need to submit the conference for approval. Only submit a conference for approval after you have entered all required information for the conference, else you will receive an error indicating incomplete data. To submit the conference for approval, simply select Yes for the Do you want to submit this conference for approval option and click the Finish button. c. It is important to note that once you submit a conference for approval, you will not be able to edit any of the conference data until the conference is either approved or denied. Managing and Reporting Conferences After you have created a conference, it will need to be approved by the appropriate TRAIN administrator. Once the conference is approved (or denied) you will receive an notice indicating as such. The same will be true if the approval administrator has any questions about the conference Once your conference is approved, you will, most likely, have to manage and report the conference. Here we will cover the basics of these two tasks. 1. Managing the Conference a. After a conference has been approved, both administrators and users alike will be able to search for the conference in the normal Course Search interface b. Administrators will also be able to access their conference in the Administration interface. i. To access your conference in the Administration interface, click the Courses list menu link. ii. Then click the Conference List submenu link. iii. This will reveal a list of all conferences for which you have administrative rights. To manage your conference, simply locate the conference title in the Conferences list. 1. To manage the conference from the Conference Wizard click the standard Pencil icon. TRAIN Administrator Handbook v3.2 (03/26/2008) 109

110 2. To add an assessment or evaluation, click the Assessment or Evaluation icon. 3. To view the roster for the conference, click the Roster icon. iv. It is helpful to note that the roster, assessment and evaluation features for the conferences will act and respond exactly like they do for normal courses. 2. Reporting Conferences a. The Report interface for conferences is the same as that for courses. The conference reports will be accessible in the same fashion as are the course reports and will actually appear in the same lists. b. For example, you can run a Course Roster report for a conference, in the exact same fashion you would for a course. You simply have to locate the correct conference name is the dropdown list of courses/conferences. The Request Management System (RMS) The RMS is an integrated support system that provides everything from online technical support, to problem reporting, course suggestions. The RMS provides you a forum to express hopes for TRAIN, express general concerns, or even request additional functionality or enhancements for your state When to Use the RMS The main function of the RMS is to provide online, trackable, and reliable technical support. As mentioned above, the RMS can also be used for any concern or question you might have about TRAIN. In order to maintain a manageable list of RMS Items, each item must be entered as a particular Type of Item. These items, as well as their applications, are: 1. Technical Support Used for any technical questions regarding TRAIN. 2. Failure/Problem Report Used to report and problems, errors, or bugs in TRAIN. 3. Enhancement Used to request Enhancement information for your state, or to perhaps suggest possible future Enhancements. 4. Change Request Used to request particular changes in TRAIN. A change request is generally a small item, such as a text or display change. Items entered as Change Requests might be upgraded to Enhancement (depending on the specific change requested) at the discretion of PHF and/or KMi. 5. Customization Used to request changes to your state site s custom content (colors, logo, etc). 6. General Used for any Request that doesn t fit into any other available Type. 7. Custom Field Request Used to request specific field(s) in a particular module for your state. Custom Field Requests are considered specific types of Enhancements. 110 Public Health Foundation

111 8. New Course Suggestion Used to suggest the posting of courses into TRAIN that are available to the Public Health Community. 9. New Build Feedback Used to provide feedback when testing a new build of TRAIN. State Administrators are able to preview new updates to TRAIN on the Staging Servers. If you choose to report any errors, comments, or suggests regarding the build, be sure to enter them into the RMS as New Build Feedback items on the production servers. The Staging RMS is not monitored for support in any way. Viewing the RMS Before submitting a new RMS item, you might want to look through the items that have already been posted. It is possible that other state administrators have similar thoughts or concerns, to which you will be able to add your own feedback and ideas. In order to view RMS items: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. Click the Request Management link at the bottom of the left-hand navigation. 3. You will then be presented with a list of all active RMS Items, broken down into pages. To view all items on one page simply uncheck the Break Into Pages checkbox. 4. Items by default are displayed in order by most-recent activity. You may resort the list by clicking the title of any column (title, completion date, originator, assigned to, or status). 5. You will also receive notification of new RMS items on the homepage when you log in with a hyperlink above the My Learning tab that reads There are new requests! Clicking this link will take you directly to the RMS list. Finding the RMS List There are a number of filtering options that make it easy to find items of a particular type or containing a specific keyword. You may filter the list of RMS items by: 1. Assigned To When an item is reviewed it gets assigned to either PHF or KMi, depending on the nature of the item. To view items that are assigned only to PHF or KMi, simply select your choice from the Assigned to: dropdown list and click Refresh. 2. Status Each item is assigned a Status that describes its standing in the RMS. Each item s Status will change accordingly as progress is made. To remove certain items with a particular Status (completed items, for example) from the list simply be sure the Status label is un-checked and click Refresh. 3. Type To remove certain Types of RMS items from the list simply be sure the Type label is unchecked and click Refresh. TRAIN Administrator Handbook v3.2 (03/26/2008) 111

112 4. Keywords To search for RMS items than contain keywords, simply type the word(s) into the field provided, select if you wish to search the title, the body, or both, and click Refresh. 5. You may use any combination of filtering options to customize the list of RMS items you wish to look through. Adding an RMS Item Adding an RMS item is simple and straightforward. To add a new item: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. Click the Request Management link at the bottom of the left-hand navigation. 3. Click the Add button located at the top and the bottom of the RMS List page. 4. Provide a Title for the item the more specific, the better. 5. Enter a complete description of the item into the Body field. 6. Assign the item a Request Type (see descriptions of Types above). 7. Assign a Requested Completion Date if desired. Requested Dates cannot always be met, depending on the item. 8. Make sure the Active box is checked. If at any point you wish to remove the item from the list of active items, you can remove the active check to deactivate the item. 9. You also have the ability to Add an Attachment. Attachments, such as screen shots of errors, are very helpful when trying to resolve items and generally decrease the time it takes to resolve an issue. 10. When you have entered all information, click the Add button and your RMS Item will be submitted. As soon as you submit a new item the TRAIN Support Staff is notified of the new submission. A Support Staff member will then review your item as soon as possible and update the item s status, as well as provide you with a reply. The meanings of the different Status types are: Submitted Your item has been successfully added to the RMS. Under Review A Support Staff member is reviewing your item in order to determine what course of action needs to be taken and who best to resolve the item (KMi or PHF). Approved Your item or request has been approved by both PHF and KMi and all parties will work towards a timely resolution. 112 Public Health Foundation

113 Declined Your item has not been approved for further consideration and is removed from the active list of items. In progress A Support Staff member is actively working on your item. Completed Your item has been resolved entirely. Pending No further action can be taken on the item, or more information/funds/input is required to reach a resolution. Archived The item is no longer relevant to TRAIN and has been removed from the active list of items. Once a Support Staff member has updated your item and/or left a reply, you will be notified via of the update. Reviewing and Editing an RMS Item Once your item has been reviewed and updated you might be asked to provide additional information. In other cases you might wish to provide feedback to another administrator s item, or follow up with additional information on one of your items. All of these scenarios require you to Edit an RMS item. In order to edit an RMS item, view details and replies of an item, and to add your own replies: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. Click the Request Management link at the bottom of the left-hand navigation. 3. Click on the Title of the RMS item you wish to review. 4. The resulting screen will display all information pertaining to the selected item. If the item belongs to you, you are able to edit certain aspects of the item including the Requested Completion Date, associated RMS Item Details attachments, Replies, the items Active status, and the item s Public status. To apply changes to any of these fields simply make your edits in the appropriate fields and click Save. If at any point you wish to remove your item from the active list simply un-check the Active box and click Save. Public Status: When an item is Public, all users who have access to the RMS are able to view, read, and reply to your post. If for issues of privacy you wish to limit the access of your item to yourself and TRAIN Support Staff only, simply uncheck the Public checkbox and click Save. You will notice other item details are not available for edit, and are grayed out. These details can only be changed or updated by a TRAIN Support Staff member. If you have questions regarding any of the item details you may always post a Reply requesting more information. TRAIN Administrator Handbook v3.2 (03/26/2008) 113

114 5. To Post a Reply: To post a reply to any RMS item, simply click the Reply button on the item details page. The screen will refresh and present you with a text module where you can enter your reply. You are also able to upload attachments that are specific to your reply. Each reply also has its own Public setting. This way you are able to add an item that is visible to the public, but post additional information or comments that will only be visible to you and to TRAIN Support Administrators. Once you have entered your reply and uploaded any attachments, simply click the Save button in the blue reply-area. To cancel your reply, click the Cancel button in the blue reply-area. You may also edit any reply that you have entered on any RMS item. To do so, simply click the Edit button located within the display area of your reply. Keeping up with RMS Items Whenever there is a new reply posted to one of your RMS items, regardless if the reply is from the Support Staff or from another user, you will be notified via that your item has been updated. Simply click the provided link to go directly to your item (note: you must be logged into TRAIN). However, there might be times where you find an RMS item posted by another user that you would like to monitor and receive notifications when the item has been updated. In order to receive update notification s on RMS items that do not belong to you: 1. Click on the Administration tab, located in the Navigation Tab bar. 2. Click the Request Management link at the bottom of the left-hand navigation 3. Click on the Title of the RMS item you wish to review. 4. Check the box next to the text Notify me of changes and new replies to this request, located at the top of the screen across from the Active checkbox, and then click Save. 114 Public Health Foundation