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2 Introduction... 3 Purpose... 3 Audience... 3 Supporting documents... 3 Creating a report... 4 Getting started... 4 Which report do I choose?... 5 Let s create an enrolment report... 7 Select your columns... 7 Adding a filter Additional functionality Saving reports Exporting reports Appendices Appendix

3 Introduction Hello and welcome to LearnConnect help. LearnConnect offers powerful reporting functionality to help you keep track of a vast array of learning activities in your organisation. This guide has been created to help you get started with creating custom reports in LearnConnect. Purpose The purpose of this guide is to: Introduce you to the basic functionality within the LearnConnect Customisable Reports page Show you the process for creating a basic report Show you some options for saving and exporting your reports. Audience This guide is designed for anyone with Administrator privileges who is new to creating reports in LearnConnect. Supporting documents Definitions of an extensive list of LearnConnect reporting terms can be found in the Custom Reports Glossary of Terms. Additional reporting functionality, including the configuration of complex report filters, is covered in the Advanced Reporting guide.

4 Creating a report Getting started Once you re logged in, you can access the Customisable Reports page from anywhere in LearnConnect. Select Reports, then Custom Reports to navigate to the reporting page. Any pre-configured reports will be visible on this page. We ll move past these for the time being and focus on creating your first custom report. Select the Create a Report button. You re now at the New Report page (see screenshot next page). This page is broken up into three sections to reflect the three steps of the report creation process: 1. Report Type allows you to choose the specific report you d like to set up 2. Filters allows you to modify or choose your data to return the most relevant results 3. Select Columns allows you to choose the specific information that you d like to see in your report.

5 In the next section we ll look at the different report types that are available. Which report do I choose? LearnConnect offers a variety of different report types that can be configured to get exactly the data you re looking for. To help you choose a report type, the table below offers a brief description of each one.

6 Report name Enrolment Enrolment Learning Event Session Attendance Learning Event Waitlist Other Learning Progress Progress Course Progress Trackable Document Test Answer Question Test Attempt User Log-on Session User Other Description Reports in the Enrolment group provide information about users who have been enrolled or waitlisted using LearnConnect s Assign Learning function Reports on user enrolments in library items (SCORM Courses, Learning Events, Trackable Documents, etc.) but not on specific items such as Learning Event Sessions or Program Components Reports on users attendance at specific learning event sessions Reports on users who are currently on a waitlist for specific learning event sessions Reports on user enrolments and details (certificate number, etc.) specifically for items that have been create as Other Learning Reports on users progress in a course this includes both Library Items and components of programs Reports on a user s progress within a course Reports on user enrolments and details specifically for Trackable Documents Reports in the Test group provide information about specific aspects of any Assessment that has been created using LearnConnect s Create Learning functionality. Reports on answers provided by users in assessments and surveys Reports on the details of questions contained in an assessment or survey (does not include user responses) Reports on a user s attempts for an assessment (i.e. attempt number, score, pass/fail) Reports in the User group allow you to report on any details populated into a user s LearnConnect profile Reports on the details of a user s LearnConnect log-on session (date and duration) Reports on user details including manager, groups, etc. Reports in the Other group include any that don t require user or enrolment details

7 Report name Catalogue Item Learning Asset Link Group Report Learning Event Session Library Item Description Reports on the details of any asset that is linked to a given catalogue/library item. For example, SCORM course content and resources (.pdf/.docx) linked to trackable documents Reports on information associated with any groups set up in the system Reports on details of specific sessions that have been scheduled for Learning Events (no enrolment data other than number of attendees) Reports on details of Library Items (no enrolment data) Let s create an enrolment report Enrolment reports allow you to quickly compile a range of data about people in your organisation who are enrolled in any kind of learning activity; for example, a list of people who have attended training, or enrolled in a specific course. In the New Report page, select Enrolment from the Report Type drop-down list. You ll see the page refresh to display the columns that are relevant to that report type. Below the Report Type drop-down, you ll notice the Filters function. The best way to show you how that works is to first run a report to see what an unfiltered report looks like. But before we do that let s select some columns for our report. Select your columns The Select Columns function allows you to choose which data you want to see in your report. For enrolment reports, only Full Name is selected by default, so we ll add three more columns that are relevant to our report Catalogue Item, Completed Date and Enrolment Status.

8 Now scroll to the bottom of the page. If you wish, you can select the Set column order button. This displays a pop-up window that allows you to arrange the order of your report columns select and drag the cross icon to change the order of your columns, and then select the OK button. When you re ready, select the Run Report button.

9 After a few seconds, your report will be generated. In the following example we can see (from left to right) users names (Full Name), the name of the learning activity (Catalogue Item), the completion status of the learning activity (Enrolment Status), and the date of completion (Completed Date). So let s say you re looking to see if anyone has successfully completed training you can do that simply by looking for records where the Enrolment Status column displays Completed. The Completed Date column then shows you what date the training was completed. So, now you ve created your first report. In the next section we ll learn how to refine your report results using filters.

10 Adding a filter The report we have just created is fine if you want to look at the course enrolment status for all employees across all learning activities. But let s say you only need to see the completion status of one learning activity. That s where filters come in. If you re still at the page with our Enrolment report results on it, simply select the Refine Report button to return to the New Report page. Within the Filters section there are three options: 1. The AND/OR drop-down list 2. The Add Item button 3. The Add Group button. In the Advanced Reporting guide we will look at how different variations of these options can affect your report results. For now, let s focus on the addition of one basic filter. First make sure you have selected Enrolment from the Report Type drop-down list, and then select the Add Item button. The page will expand to display new controls Field, Operator, and Value. Detailed information about these controls can be found in Appendix 1. In this report we want to see which users have completed a particular course we ll use The SAFE Files Privacy for this example. Please note: The example above (The SAFE Files Privacy) is for demonstration purposes only. If you have not run this course in your organisation, select a Catalogue Item that has actual enrolment data history to ensure that your report returns a result.

11 Let s first change the Field drop-down to Catalogue Item, the Operator drop-down to =, and then select the Value list. As well as being a drop-down list, Value also includes a text field that you can use to type in a keyword for your course. In this case we ll type in privacy to filter the results to include only catalogue items that include this word. Control is a handy function that allows us to quickly change the filter (in this example the Catalogue Item, or course title) from within the report results page, so let s check that one too. Just as we did in in our previous report, use the Select Columns function to make sure Catalogue Item and Completed Date are selected. Once you have done this, scroll to the bottom of the page and select the Run Report button. Let s now look at the report results notice that Filters are available because we checked the Control option and the Catalogue Item field now contains only The SAFE Files Privacy.

12 We can now see exactly who (Full Name column) has and has not completed The SAFE Files Privacy course (Catalogue Item column), the status of the user s enrolment in the course (Enrolment Status), and the date and time that those who have completed the course did so (Completed Date column). So that s how filters work. In the next section we ll look at options for saving and exporting your reports.

13 Additional functionality Now you ve created a report, there s some more you might like to do to with the results. Saving reports Previously we looked at the Refine Report button, which allows you to go back and make further changes to your report. The next option is to save your report. This feature allows you to run any reports you need regularly at the click of a button. From the report results page, selecting the Save Report button brings up a new page in which you can name your report, give it a description, and select who you want to be able to run the report. Checking the Allow others to overwrite option means any user with Administrator privileges who has access to the saved report will be able to modify it without needing to save a copy. Once you select the Save button, this report configuration will be available whenever you access the Customisable Reports page in LearnConnect.

14 Two advantages of working with saved reports: 1. Every time you launch a saved report, it will display results in real time. 2. You can configure detailed reports spanning your entire organisation and save them for All Users without any privacy concerns. LearnConnect permissions mean Administration users will only see information about users who report directly or indirectly to them. Exporting reports Another handy feature is the ability to export your report. There are three options for exporting your report data: 1. Excel format (.xlsx) 2. Comma separated value (.csv) 3. Acrobat reader document (.pdf) From the report results page, select your preferred format from the Export As drop-down list, and then select the Export button. The exported file will download in your desired format, and then you can save it to your computer.

15 Appendices Appendix 1 Control name Field Operator Definition This drop-down list contains all available options that you can choose to filter your report by, listed in related categories. For example, options related to the User Details category are Full Name, Address, Date Created, etc. This drop-down list contains a list of operations or instructions for the data you want to filter. The available options* are: Operator Use when = (equals) you want an exact match for the data you have entered/selected!= (does not equal) you do not want the exact data you have entered/selected to appear in your report results < (is less than) you want to see numbers that are less than (and not equal to) the number you have entered, e.g. 40 returns all numbers up to 39 > (is greater than) you want to see numbers that are greater than (and not equal to) the number you have entered, e.g. 40 returns all numbers from 41 up contains you want to display results that include the text you have entered (e.g. and returns anderson, sands, landers ) doesn t contain start with end with you want to display results that do not include the text you have entered you want to display results where the filter starts with text you entered (e.g. and returns anderson, andrews, andony ) you want to display results where the filter ends with text you entered (e.g. and returns

16 Control name Definition before after is null is not null grand, bland, sand ) you want to see dates that fall before (and not on) the specified date you want to see dates that fall after (and not on) the specified date you want the field to be blank you want the field to contain any value Value Control *Options vary based on the selected Field This field will display one of three input types depending on the option that you have selected. The input types are free text field (type in required text), date picker (choose the date from a calendar) or drop-down list. For example, if your selected option is: Full Name the Value field will become a free text field that allows you to type in all or part of a name Completed Date the Value field will split into two: the Const (specific date) or Param (period of time) drop-down list, and a date picker Enrolment Status the Value field will become a drop-down list of all enrolment statuses that could be applied to a User. This check box allows you to choose whether this filter is able to be modified within the report page by anyone who runs the report. If you leave this check box deselected, anyone who wishes to modify the filter will need to return to the New Report page to do so.