End of Year LMS Updates Admin Guide

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1 V January2019 / Document version End of Year LMS Updates Admin Guide NOTE: This DRAFT guide should provide a brief overview and screenshots of the End of Year LMS updates. All items in this guide should be available on the 500 test site for all clients (except for a few indicated items which apply only to clients who have enabled a certain feature or parameter). This is NOT A full list as some items are still in progress, but are expected to be part of the final release. This guide is expected to be updated. Please check the Learnsoft Admin Wiki Site at for updates. We expect to move the included updates to production at the end of January 2019 and encourage our clients to test robustly. If finding issues with the testing, documentation or impact to other system function or performance, please inform your assigned Project Manager ( with screenshots and steps / parameters will be most helpful to allow us to replicate and resolve). 1

2 Update / Page Assigning group roles from the Group list as well as from the Profile... 3 Display LO / Certification & Assignment Relationship... 4 Instance Details Screen Changes... 5 Popup confirmation after Merge User activity... 6 Ability for Admins to Print Paper Certificate (not using Ghost Feature)... 7 Request for "ADD" users button in Certification List - Would link to Certification Enrollment screen with ALL future instances... 8 Ability to Hide SCORM w/o deleting... 9 View Full Path in Catalog Tree Add Gear Box Column Selector & Options to View Is Scorm Test to Scorm List Ability to Edit LOI Classroom Date / Time without Deleting Enable Multiple Prerequisites (Select ALL or ANY) Ability to Bulk Upload Additional LOI Fields Create Assignment Dependent upon Completion of Prior Assignment / Add Prerequisite to an Assignment Updater Roster Grid to Show Cancelation Reason Export Results from Search Grid User List Extend Accreditation (Multiple credits / certificates, etc.) to Classroom (ILT) Courses Roster MOVE multiple Enrollments Change functionality of SAME AS to work with all courses not only manual entries "Add" button to availability tree in assignment section Custom Report - active and inactive assignments Class Instance Filter - when recording completions for users in LO instance and exit, it doesn't take you back to the same course. Need to search for instance Restrict the view of instructors in the employee portal who also have manager rights

Access User List in either Overview or Team Tab.

Click check box to far left of users you wish to apply new group role, 2)

3 Assigning group roles from the Group list as well as from the Profile Overview: (CR-#1327) 1) Allows Assignment of Groups to Multiple Users 1) Access User List in either Overview or Team Tab. Sort, search as necessary to find users. Click check box to far left of users you wish to apply new group role, 2) Click Actions Button to bring up Add Group option. 3) Click Add Group Button. Add Group form will load in new window. 4) Add group details and click Save 3

Display LO / Certification & Assignment Relationship Overview: (CR-#1375) 1) Learning Object

2) Scroll to Dependents line item (right side, just below Allow ROMS option). a.

4 Display LO / Certification & Assignment Relationship Overview: (CR-#1375) 1) Learning Object details will now list Certifications & Assignments which include the selected LO; 2) Displays warning popup if trying to inactivate LO while relationship exists. 1) Access Learning Object Details for desired course / Learning Object. 2) Scroll to Dependents line item (right side, just below Allow ROMS option). a. User Scroll bars to see fuller list PLEASE NOTE: If trying to inactivate LO, you will receive a popup message indicating there are dependencies (You can still deactivate if you click OK). 4

5 Instance Details Screen Changes Overview: (CR-#1491) 1) Changes in Learning Object Instance Details to group related items for easier updating. 1) Access Learning Object Instance Details through either Overview or Learning Object Tab 2) Scroll to Evaluation & Waitlist line item that are now grouped together IN PROGRESS DETAILS TO BE ADDED WHEN NEW DESIGN IS READY FOR TESTING 5

1) Access Merge Users through either Advanced View / Learning Objects menu and enter merge

6 Popup confirmation after Merge User activity Overview: (CR-#1952) 1) After manually merging users, message will popup indicating successful activity. 1) Access Merge Users through either Advanced View / Learning Objects menu and enter merge parameters Note: Not all Clients, especially those with Active Directory Integration, have this feature). 2) Click Merge Users button then confirm popup. New message indicating status of merger will popup 3) Click OK button. Popup will disappear and prior screen (also with status indicator) will appear. 6

7 Ability for Admins to Print Paper Certificate (not using Ghost Feature) Overview: (CR-#2129) 1) When viewing User course completion details in the Enrollment subtab of User Profile, there is now a Print Certificate link to enable Admins and Managers to print paper certificates (where applicable) of individual user course (LO) completions. 1) Access User Details (Profile) / Enrollments subtab (Click Show More Learning Object Sessions link to expand list if necessary). 2) Scroll to desired Completion and click the Print Certificate link. 3) New window will open with filled in certificate. Print or Save as necessary. 7

Request for "ADD" users button in Certification List - Would link to Certification Enrollment screen with ALL future instances Overview: (CR-#2130) 1) From the Certification List added a new Add

View / Search process; 2) Allows viewing of Manual Availability instances not seen when enrolling through Simple View / Search.

8 Request for "ADD" users button in Certification List - Would link to Certification Enrollment screen with ALL future instances Overview: (CR-#2130) 1) From the Certification List added a new Add Users column / Add hyperlink (similar to Learning Instance List) that the Certification Details window to allow enrollment of attendees into a certification without having to go through the Simple View / Search process; 2) Allows viewing of Manual Availability instances not seen when enrolling through Simple View / Search. 1) Access Certification List (Advanced View / Learning Objects / Certifications). Notice Add Users column. 2) Navigate / search to find desired Certification and click Add hyperlink in same row 3) Certification Details screen will load and you can now enroll attendees. 8

Ability to Hide SCORM w/o deleting Overview: (CR-#2192) 1) Hidden check box added to Scorm details screen - Enables cleanup of Scorm List without

If Hidden is checked, Scorm will not show in default Scorm List or Active searches.

2) Navigate / search to find desired Scorm to make inactive / active then click on Scorm name to access SCORM details screen.

9 Ability to Hide SCORM w/o deleting Overview: (CR-#2192) 1) Hidden check box added to Scorm details screen - Enables cleanup of Scorm List without deleting (Note: Deletion is not allowed once SCORM has usage); 2) Active / Inactive / All selector added in Search. If Hidden is checked, Scorm will not show in default Scorm List or Active searches. 1) Access Scorm List (Advanced View / Learning Objects / Scorm Uploader). 2) Navigate / search to find desired Scorm to make inactive / active then click on Scorm name to access SCORM details screen. 3) Click Edit button to enter edit mode. 4) Check Hidden checkbox to inactivate (or remove to reactivate). 5) Click Save. You will be returned to prior screen. Click Exit to return to Scorm List. Course will not show in default list. 6) To Search for inactive Scorm items, in the Scorm List, click the search tool (magnifying glass icon). 9

10 7) Use the Displaying left most dropdown to select All, Active or Inactive (hidden). 8) Screen will refresh with Updated list. a. You may need to change tabs for screen to refresh after you make inactive (hidden) / active PLEASE NOTE: This hides Scorm from listing, but does not truly inactivate. 10

1) Access Learning Object details screen, 2) Navigate to Catalog section. Click Show List View hyperlink.

11 View Full Path in Catalog Tree Overview: (CR-#477) 1) In Learning Object details screen, when selecting Show List View hyperlink to review associated Catalog selections, Catalog Tree textbox will now show full path. 1) Access Learning Object details screen, 2) Navigate to Catalog section. Click Show List View hyperlink. (May require going into edit mode) 3) Section will open with listing of Catalog path (Previously it only showed the final item) 11

Add Gear Box Column Selector & Options to View Is Scorm Test to

selector to Scorm List; 2) Adds an option to view if Scorm was

2) Click Gear Box icon to enter edit mode 3) Click Test Usage

12 Add Gear Box Column Selector & Options to View Is Scorm Test to Scorm List Overview: (CR-#1658-) 1) Adds a gear box column selector to Scorm List; 2) Adds an option to view if Scorm was imported as a Scorm Test. 1) Access Scorm List. 2) Click Gear Box icon to enter edit mode 3) Click Test Usage checkbox and Apply button. 4) Screen will refresh and Test Usage column will be added. 12

Ability to Edit LOI Classroom Date / Time without Deleting Overview: (CR-#2142) 1) Can

6) Click Edit button to enter edit mode.

13 Ability to Edit LOI Classroom Date / Time without Deleting Overview: (CR-#2142) 1) Can now edit LOI Available Dates entries (Previously required deleting old date / time and adding new date / time. 5) Access Learning Object Instance details screen of LOI with dates (e.g. classroom course). 6) Click Edit button to enter edit mode. 7) In top, Learning Object Instance Dates Header, section, enter the new date / time info. 8) Click Update (Pencil icon) on far right of Date / Time row you wish to update with step 3 info. 13

14 9) The Screen will refresh and the info will be updated. PLEASE NOTE: Once you click the Update icon, the update is made and saved. Clicking the Cancel button will NOT undo the change. It is recommended to click the Save button to save any other changes you have made or Cancel to cancel the other changes only. 14

Enable Multiple Prerequisites (Select ALL or ANY) Overview: (CR-#2195) 1) At LOI level can now decide select to make prerequisites OR instead of AND (default).

15 Enable Multiple Prerequisites (Select ALL or ANY) Overview: (CR-#2195) 1) At LOI level can now decide select to make prerequisites OR instead of AND (default). So if a course has 2 prerequisites, current default (and prior version), meant user had to take both courses prior to enrolling. If OR is entered in LOI, completion of EITHER course prior will allow enrollment (same for 3 or more ALL courses (default) must be completed prior / OR any of the 3 courses completed prior will enable enrollment). (Note: Bypass Prerequisite checkbox overrides need for any prerequisite). 1) Create Learning Object and add prerequisites per normal process. 2) Access Learning Object Instance details screen (if editing an existing object click Edit button to enter edit mode). 3) Scroll to section Bypass Prerequisites And Expression line item. 4) If wishing to require ALL Prerequisites No Action Required This is the default 5) If wishing to require ANY Prerequisite - Enter OR in the text box 6) Make any additional selections and click Save or Save And Exit to implement 15

> Courses), clicking the Actions button and clicking the XLS Upload hyperlink.

16 Ability to Bulk Upload Additional LOI Fields Overview: (CR-#2197) Can now add / update additional field info using updated Excel Upload file 1) Access latest Excel upload file by selecting Learning Object (Adv View: Learning Objects > Courses), clicking the Actions button and clicking the XLS Upload hyperlink. 2) You may be prompted to Open / Save the file. 3) If clicking Open, File will open in Excel window. PLEASE NOTE: The Additional fields and sample values. 16

Create Assignment Dependent upon Completion of Prior Assignment / Add Prerequisite to an Assignment Overview: (CR-#2067- F / CR#1921) 1) Allows creation of assignment dependency / prerequisite, so

days after completion before they are assigned (e.g. 30 days after completing course 1, enroll them in course 2). 1) Create Assignments 1 and 2.

17 Create Assignment Dependent upon Completion of Prior Assignment / Add Prerequisite to an Assignment Overview: (CR-#2067- F / CR#1921) 1) Allows creation of assignment dependency / prerequisite, so Assignment 2 will not be assigned until Assignment 1 is completed by a user (Note: This is live on production); 2) Assign Days option (may not yet be enabled for EOY release), allows for a number of days after completion before they are assigned (e.g. 30 days after completing course 1, enroll them in course 2). 1) Create Assignments 1 and 2. 2) Access Assignment 2 Details and scroll to the Available Assignment Dependent Section (Below Excluded Users section) 3) Click New Assignment Dependent button to launch Add Assignment Dependent screen. 4) If having a delay period (may not yet be active as part of EOY update) before Assignment 2 is assigned (after Assignment 1 is completed) enter in the Assign Days field (Enter a whole number for # of days). 5) Use the Assignment dropdown to select the prerequisite Assignment / the assignment upon which this is dependent (In this example, select Assignment 1, not shown). 17

18 6) Click Save to return to Assignment Details and scroll to see the dependency. a. If wishing to remove dependency click the Delete red x and confirm) PLEASE NOTE: This feature works in conjunction with the Assignment Scheduler Service (which runs late night / early morning). When the service runs, the user will be assigned to Assignment 1 per normal configuration, but will not be assigned into Assignment 2 until AFTER they have completed the prerequisite Assignment 1. (If Assign Days is active may not currently be available at time of EOY release Assignment 2 will be assigned x Days after completion of prerequisite Assignment 1). 18

Updater Roster Grid to Show Cancelation Reason Overview: (CR-#1794) 1) If a user session is cancelled and a reason provided, it will now show in the Session List (Roster).

19 Updater Roster Grid to Show Cancelation Reason Overview: (CR-#1794) 1) If a user session is cancelled and a reason provided, it will now show in the Session List (Roster). 1) Access Session List (Roster) for desired LOI. Select User to cancel by checking box on far left side of row of user to cancel (with reason) 2) Click Actions button to bring up Actions options. 3) User dropdown in Reason section to select cancelation reason. a. Use textbox to enter reason not in list if choosing Other 4) Click Cancel Enrollments button. 5) Action screen will close and Status will show reason (in parenthesis to right of Cancel status) 19

Export Results from Search Grid User List Overview: (Multiple requests)

exportable as an Excel grid 1) Access User List (Simple View: Overview

Management > Users or User Management > Groups > View).

20 Export Results from Search Grid User List Overview: (Multiple requests) 1) When searching within the User List, the result set is now exportable as an Excel grid 1) Access User List (Simple View: Overview Tab / Group = Manager or Administrator, Team Tab, Advanced View: User Management > Users or User Management > Groups > View). 2) Search / Filter as necessary. Click Search. 3) Screen will refresh with desired result set. 20

21 4) Click Actions button 5) Click the new Print User button. 6) Request will process. Depending on computer security settings, you may be asked to open / save file at bottom of screen. 21

7) Click Open if wishing to view excel grid listing of result set; click Save if wishing to excel file. 8) Upon clicking Open, Excel grid will open with result set.

22 7) Click Open if wishing to view excel grid listing of result set; click Save if wishing to excel file. 8) Upon clicking Open, Excel grid will open with result set. PLEASE NOTE: This exportable result set is a much fuller data set with the same user list as the result set, but other data columns and possibly sorting. You can sort / filter the excel file as needed. 22

This allows for multiple attributes to be set for a course (Learning Object), such as credit hours, paper certificates, accrediting body, etc.

23 Extend Accreditation (Multiple credits / certificates, etc.) to Classroom (ILT) Courses Overview: (CR-#1488/ CR#2072) 1) Extends the Accreditation option to classroom (ILT Instructor led Training) courses. This allows for multiple attributes to be set for a course (Learning Object), such as credit hours, paper certificates, accrediting body, etc. ILT accreditation is set by instructor (current online course accreditation is set by user). 1) Access Learning Object details page of desired course (LO must be created and saved prior to adding this function). 2) Scroll to section Available Learning Object Accreditations (just below Prerequisites) 3) Click New Learning Object Accreditation button 4) Add Learning Object Accreditation Screen will popup. 23

5) Select required and optional parameters (see Wiki to learn how to setup Accreditations) 6) When finished and wishing to add other accreditations, click Save And New to enter info for next

24 5) Select required and optional parameters (see Wiki to learn how to setup Accreditations) 6) When finished and wishing to add other accreditations, click Save And New to enter info for next accreditation. 7) When finished with all accreditations, click Save to return to the LO details screen. Scroll to section Available Learning Object Accreditations to view accreditations. a. Click Edit column Pencil icon in row of accreditation if wishing to edit. b. Click Delete Red X in row of accreditation if wishing to delete 8) Instructor can assign accreditation to users when completing roster. To do so, access Session List (Roster), and check the left side checkbox of users you wish to assign accreditation. 9) Click the Actions button 10) The Action options screen will popup. 24

button 13) When the instructor / admin view the roster, they can see accreditation adjustments to credit just to right of Actions

25 11) When ready to complete the user and select the proper accreditation, in the Status section, use the left most dropdown to update the user s status and use the right most dropdown select the accreditation to assign 12) Click the Upload / Update Roster button 13) When the instructor / admin view the roster, they can see accreditation adjustments to credit just to right of Actions options. 14) When the user views their transcript, they will see the completion with the parameters from the selected Accreditation. 25

1) Access Session List (Roster)details of the LOI from which you wish to Move enrollments.

26 Roster MOVE multiple Enrollments Overview: (CR-#1774 / CR-#2118) Enables moving multiple users to different Learning Object Instance (LOI) from the Roster (previously required moving one at a time). 1) Access Session List (Roster)details of the LOI from which you wish to Move enrollments. 2) Select the enrollees to move by clicking on the checkbox to the far left of the row. 3) Click the Actions button 4) This will pop up the Actions menu. 26

then click Upload / Update Roster 8) The screen will refresh and the status update success (or message if not successful) will appear at top.

27 5) Click the arrow below the Status option 6) Select the Move option. The screen will refresh with a listing of upcoming scheduled Learning Object Instances (LOI) 7) Use the dropdown to select the desired LO Instance then click Upload / Update Roster 8) The screen will refresh and the status update success (or message if not successful) will appear at top. If successful, the status will show as Cancel for the LOI from which the users were moved. 9) If you exit and check the Session List (Roster)details of the LOI to which you selected to Move enrollments, you will see the moved session(s). 27

28 Change functionality of SAME AS to work with all courses not only manual entries IN PROGRESS DETAILS TO BE ADDED WHEN READY FOR TESTING 28

1) Advanced view > Learning Objects > Assignments > Click New 2) In the availability section,

29 "Add" button to availability tree in assignment section Overview: (CR-#1808) Enables Division Lookup when creating assignment Availability. 1) Advanced view > Learning Objects > Assignments > Click New 2) In the availability section, click Division Lookup 3) Check the appropriate division box(es) and click Add Division 4) Click on Show List View to view selected division(s) 29

30 30

31 Custom Report - active and inactive assignments Overview: (CR-#2066) 1) Advanced view > Reports > Active and Inactive Assignments 2) Select Assignment 3) Run report in pdf or excel format 31

32 Class Instance Filter - when recording completions for users in LO instance and exit, it doesn't take you back to the same course. Need to search for instance Overview: (CR-#2019) Returns you to Learning Object Instance List after roster updates (previously returned to Learning Object List) 1) Click view Roster in Learning Object Instance List 2) Complete selected user 3) User is marked complete 32

33 33 4) Exit from session list and the page refreshes to the same page as the instance selected

34 Restrict the view of instructors in the employee portal who also have manager rights Overview: (CR 1760) IN PROGRESS DETAILS TO BE ADDED WHEN READY FOR TESTING May be an after EOY update option 34

35 35

(APPLIES ONLY TO CLIENTS WHO ENABLE THIS FEATURE)

(APPLIES ONLY TO CLIENTS WHO ENABLE THIS FEATURE) V 4.6.1.January2018 Document version 01-10-2018-02 End of Year LMS Updates Admin Guide NOTE: This DRAFT guide should provide a brief overview and screenshots of the End of Year LMS updates. All items in