Dialogue Management System (DMS) USER GUIDE Version 1.5 Last updated 13/05/2010 Interactive Dialogues Ltd - UK
Contents Contents... 2 Overview... 3 How the system works... 3 Management of e-dialogues... 3 Web-enabled content... 3 Live events... 4 Getting Started... 5 Logging In... 5 Getting Help Using the System... 5 Overview... 6 Levels of Access... 7 Home Page... 8 Administration... 9 Managing Users... 9 Importing Users... 12 Managing Groups... 14 Content... 17 Schedules... 20 Email Templates... 32 System Settings... 33 Archiving... 35 Reports... 36 Schedule Report... 36 User/Group Report... 39 Content Report... 40 User Inventory Report... 41 Schedule Inventory Report... 42 DMS Level Report... 44 Individual User Feedback Report... 46 Schedule Feedback Report... 46 Exporting Raw Data... 49 Quick Guidance... 50
Dialogue Management System - User Guide Overview The Dialogue Management System (DMS) is an entry level Learning Management System (LMS) designed to provide all the basic functionality of an LMS while functioning with a level of simplicity and cost effectiveness not possible from other suppliers. DMS is an entirely web-based tool that incorporates the management of not only e-dialogues but also other forms of learning objects deployed by large organisations. Specifically, DMS can manage the release, control, tracking and completion of: 1. e-dialogues 2. Learning content from other suppliers 3. Documents such as a PowerPoint presentations, Word documents, pdfs, etc. 4. Live events such as workshops, group presentations, video conferencing sessions, etc. 5. Actions such as scheduled tasks, reminders, To-do s etc. 6. SCORM v1.2 compliant learning material How the system works The following DMS functionality is common for all types of learning content: Homepage Schedules Invite emails Reminder emails Feedback Reports A unique home page for every registered user tracking their progress Scheduling an individual or group to complete a learning programme within a given time frame Automated e-mail notification that a new learning object needs to be completed Automated e-mail reminders if not complete Seeking feedback from individuals who have completed (post evaluation). Customisable reports generated by any authorised user via their web browser. To provide the greatest level of flexibility across an organization, DMS has five levels of user: Administrator Client Admin Power User Editor User The highest level with rights across the whole system. Full Admin rights but without the ability to batch upload users via an excel sheet. Rights to create new schedules, content, users and groups as well as access to all reports. The same as a Power User but has to request a Power User to activate any schedules they create. An individual with their own home page for tracking their own progress. DMS is normally a fully hosted service from Interactive Dialogues Limited, however organisations who wish to make extensive use of DMS can migrate the functionality in-house. Management of e-dialogues DMS provides the highest level of management and control for an e-dialogue (ED). According to the parameters selected by the Author of an e-dialogue using the e-dialogue Generator, DMS can be used to track not only who completed which ED and when, but can also record scores, produce reports on pass and fail levels, and control the sequence in which EDs are taken. DMS can manage EDs designed for any purpose such as pre-meeting/conference briefings, legal and ethical compliance education, knowledge audits, detailed training and testing and sophisticated on-line surveys. Web-enabled content Many organizations send PowerPoint, Excel or Word files as attachments to an e-mail message. Increasingly this type of content is being web-enabled and posted to a server for direct access. In either case, there is usually no automated system that tracks if someone accesses the file, and if so records their feedback on the content. 3
If this web-enabled content is registered within DMS, when a user accesses this content from their DMS home page, it is launched within a controlled environment that enables DMS to track at the individual level: If the content was opened Time and date that the content was opened Length of time the content was viewed Time and date when the content was closed Once complete, DMS can then take the user to either an ED or to a free text entry panel that seeks feedback about what they have just viewed. This feedback is then available to the content owner. Even if an organization does not use e-dialogues, DMS could prove to be an invaluable tool to manage other webenabled content in a more intelligent and effective way, and to monitor that the messages are getting through. Live events Although the use of Internet-based educational tools is on the increase, much education, personal development and training is still delivered by a human being. Therefore, DMS can be used to schedule attendance at a live event such as a workshop, presentation or face-to-face tutoring. Because these events are not on-line, the challenge is to monitor attendance, completion and knowledge retention. When a live event is scheduled in DMS for a particular individual, the Administrator or Power User can activate a 'post attendance prompter'. The next time the individual accesses their DMS home page, after the date when the live event was scheduled, the prompter message automatically appears. It reminds the individual that they should have attended the event and asks them to click 'Yes' or 'No' to confirm attendance or not. They cannot proceed beyond this point until they have given an answer. If the individual clicks 'Yes', an e-dialogue is launched immediately to seek feedback or audit knowledge retention. If the live event owner chose not to create a post-event ED, then a free text feedback panel can be presented. Either the ED or free text feedback is then available to the event owner. If the individual clicks 'No' a free text panel appears asking them to give their reason for non-attendance. 4
Getting Started Getting Started Logging In In order to access your DMS home page, you must logon to the system. Contact your local administrator for your login link. It is advised to save the link as a bookmark or favourite for future use. If you already have a user account within DMS, type in your user name and password and click the Login button. If you already have a user account, but have forgotten your password, enter your user name and click on the Forgotten Password button. Your password will be e-mailed to you. Getting Help Using the System Throughout the system, context-sensitive Help is available at any time, by clicking on the Help icon. 5
Overview Once logged in, a page similar to the one shown below will be displayed. The colour scheme will vary depending on your company s website style, but the basic screen layout remains the same. The page is divided into 3 main areas: a customisable Header, a Menu and the main body section. Customisable Header Bar Menu Header Main Body Area This area can be fully customized, using any standard colour scheme and logo. Menu The menu dynamically changes depending upon the level of access to the system. (See Levels of Access ) Help Home Library Reports Admin Logout Click this item to obtain context-sensitive help on the current screen. Click this item to display your normal Home page, listing your past, present and future schedules. Click this item to display a list of scheduled items that are available for you to run as reference. Note this icon only appears once items have been scheduled to appear in the Library. In this section are links to view, save and print reports based on selectable filters. In this section are links to edit users, groups, and schedule tasks. Click this item to logout of the DMS system and return you to the Login page. 6
Getting Started Levels of Access The items that appear in the Menu depend upon the level of security access to DMS. Administrator Client Administrator Power User Editor User Administrators Client Administrators Power Users Editors Users Have all options available. (Highest level of access) Have all options available, but cannot Import Users or create/edit higher level accounts. Have most options available, but cannot change System settings or create/edit higher level accounts. Have the same rights as Power Users but cannot activate schedules. Schedule activation is requested from a Power User directly through DMS. Have no administration features available but are able to track their own progress through assigned schedules. Can also be given specific security rights to run reports on a individual schedule. Note: The My Profile link can be enabled or disabled using the System Settings. 7
Home Page The homepage shows past, present and future release schedules that have been assigned to the user. All users, regardless of access level, have a homepage and can be assigned schedules. Currently Available History Future All live schedules that the user can access. (active) Previously schedules that have expired. Schedules in this section cannot be run but the results can be viewed. (inactive) All schedules that have not yet started. (inactive) There are 4 types of schedules that can appear in the list: e-dialogues Documents Actions Live Events Click the Run link to launch the ED for the first time. If the ED is closed before reaching the final page the Run link is replaced with a Continue link. Clicking the Continue link will return the user to the page where they previously quit. When the ED is completed the Run or Continue link is replaced with Completed. If the schedule is set to allow re-runs then a Re-run link will then be displayed. Clicking on the Re-run link will restarted the ED with all data restored. Click the Run link to view the web page within a second browser window. When the second browser window is closed the Run link is replaced with Completed. If the schedule is set to allow re-runs then a Re-run link will then be displayed. Clicking on the Re-run link will restarted the ED with all data restored. The symbol also represents web links and SCORM modules. Click the Click When Done link to acknowledge completion. In doing so, you will be asked to enter feedback. If the deadline for the action passes, the completion acknowledgement dialog box pops up automatically. Once the live event has taken place, a feedback box is automatically displayed, asking you to confirm attendance and enter your feedback comments or the reasons for not attending. If you click the Completed link My Profile for an ED, a report is displayed showing you the results of your feedback. Click on the My Profile icon, in order to edit your own personal data including login details. The Extra tab is only visible if extra user fields have been enabled by the administrator. Leaving the password fields blank will not change your current password. Logout Click the Logout icon at the bottom left of the menu to log you out of DMS and return to the Login page. 8
Dialogue Management System - User Guide Administration The Admin section of the menu is only visible to Administrators, Client Administrators, Power Users and Editors. Managing Users To access the Users section click on Admin > Users and a list of all users will be displayed in accordance with current security settings. To sort the list of users, click on any of the column headings. Note: If the number of users in the database exceeds a limit set by the administrator in system settings, then the text Too many items, please use find will be displayed. To find a specific user Tick the type of criteria that will be used to filter on the user in the Search > Look in boxes and then enter the criteria in the Search > Find box above. Click Search. Alternatively enter specific details in the type, dates or created by box and click Search. Tip: Wildcards can be used to refine the filtering. The * character matches any number of characters before the text and the? matches a single character. (e.g. A search of *mith would return Smith and John Smith whereas a search string?mith would just return Smith) 9
To add a new User Click the Add a new user link to show the box below. Name Username Email Language Access Level Password Enter the user s full name using the Title, First name and Surname boxes. Enter a unique username. The system will warn you if you try to add a username that already exists. Enter the user s e-mail address. By default each user must have a unique email, however this can be overridden in the system settings. Select the user s native language. This option can be activated or deactivated using the system settings. Enter the user s access level. Enter an optional password, if these boxes are left empty then the password will be automatically generated. Click the Groups tab to specify which group/s the new user belongs to. To add the user to a group, highlight the group s name on the right hand side and click Add. (To search for a name before adding it, type it into the Find box and click Go). To Remove a User from membership of a particular Group, highlight the group name on the left hand side and click Remove. 10
Click on the Security tab to set the common security level to other power users for this user. Select any editors that should have full access and add them to the left hand side. Click Save when finished editing (or Cancel to abort creating the new user). To Edit or Modify an Existing User Select the user by ticking the box next to their name and then click the Edit selected user link. Tip: You can also double-click the mouse on the user in the list box to edit the user s details. To Delete a User Tick the user s name in the list box (To search for a name, type it into the Find box and click Search). Click the Delete button. You will be asked to confirm the Delete operation. Click Yes to continue deleting or No to abort the delete operation. Warning: Deleting a user will also delete all response data gathered by that user for all schedules he/she has taken. This will then affect any reports where the user has participated. 11
Importing Users Users can be batch imported into a group via a.csv (comma separated variables) file containing rows for each user and columns for each user field. To import a.csv file of users click on Admin > Import users. (Only available to Administrators) Click on the Browse button and select the file you want to import. Select the Action to perform. Click on OK to start the import. An email will be sent to the email address of the user who performed the upload giving details of any errors that occurred. Note: Depending on the number of names being imported, this may take a few minutes. Once the users have been uploaded it is recommended a user inventory report is produced and a check is made that it contains the correct number of users. Identical rows in the upload sheet will only be uploaded once. 12
Import File Format The import file must be an ASCII text file (.csv) containing each user s details on a separate line. The first line in the file is the Header that identifies which columns of data are present, and what order they are in. The following data can be imported: Title Firstname Surname Name Username Email Password Group Language User1 User10 Mr, Ms, Mrs etc (optional) Stephen, Andy, Jessica (optional) Smith, Brown, Hall (optional) The user s full name. If this column is left blank the name information will be taken from Surname. If Title and Firstname also have information they will be used as well. If there is no information in any of Name, Title Firstname or Surname then the Name field will be left blank. Unique identification username, most commonly the same as email. If this column is blank then the email will be used. (optional) Email address (compulsory) Password (if left blank, then the system will automatically generate one) (optional) A group name to add the user to. (If the group doesn t exist in the database, then it will be created) (optional) The user s native language. Used to display user homepage. (optional) Demographic information stored in one of the users ten extra user fields. (optional) Important: If a field contains a comma then the contents of the field should be enclosed in quotation marks. (e.g. Smith, John OR jsmith,jsmith@company.com OR Survey, 1 ) Example File Title Firstname Surname UserName Email Password Group User1 Mr Andy Nother another another@company.com Sales Department England Mrs Jane White jwhite jwhite@company.com 76587655 Survey 1 France Note: If the file was originally created in Microsoft Word, then change the quotes from smart quotes to "straight quotes". Note: Interactive Dialogues manages all user upload sheets for clients until the client is experienced enough with DMS to take on the responsibility. 13
Managing Groups Groups are used to organise users into manageable units that can easily be moved around DMS. They contain users that have an association such as company, department, job status or a request to take part in a survey. When users are uploaded in a batch they are then part of a group that can be assigned to a schedule. Users can be part of many groups and a group can contain groups. To show a list of all available groups in DMS, click on Admin > Groups. To sort the list of groups, click on any of the column headings. Groups with a red icon are system generated groups that are automatically updated by DMS. Groups with a green icon are user created groups. 14
To add a new Group Click on the Add a new group link then enter the Group Name and optional Description under the General tab. Click on the Members tab to select the users who are to be part of the group. Search for and select a name on the right hand side and click on the Add button to add it to the Group members list on the left hand side. Note: Click on the Groups tab to reveal a list of all available groups. Adding a group will include all members of the selected group in the new group. After saving and re-editing the new group, the added groups will be replaced with the users in those groups. To remove a name from the group, highlight the name in the Group members list, on the left hand side and click on the Remove button. Click the Save button to save the group or Cancel to quit without saving your changes. 15
Groups with membership rules Group membership rules can be setup so that any existing or new users who meet the criteria are automatically added to the group. To set the rules click on the Membership Rules tab. Rules can be based on the users email, username or any of the first four extra user fields. Logic can be used to chain rules together and wildcards can be used to make the rules flexible. EXAMPLE: ([Email] = "*@company1.com" OR ([Email] = *@company2.*) AND [User2] = "france") To Edit a Group Search for and then highlight the group in the list box. Click the Edit selected group button or double click the group name in the list to edit the group. You can also delete the group you are currently editing by clicking on the Delete button. To Delete a Group Highlight the group s name in the list box (To search for a name, type it into the Find box and click Go). Click the Delete button. You will be asked to confirm the Delete operation for the selected group. Click Yes to continue deleting, or No to abort the delete operation. Note: Deleting the Group does NOT delete the users who were members of that group. 16
Content Content is regarded as any material that can be scheduled to users and includes e-dialogues, documents (pdf, word, excel etc), SCORM modules and web links. To show a list of the available content click on Admin > Content. To sort the list of content, click on any of the column headings. To Add new Content Click on the Add new content link. Select the content type from the drop down list and then click on the OK button. e-dialogue A Web Page OR Uploaded Content Interactive Dialogues SCORM Compliant Content created online or in the e-dialogue Generator a document or weblink no longer supported 3 rd party SCORM compliant module 17
If A webpage / Uploaded content or SCORM Compliant Content is selected then the following window is displayed. Enter a name that identifies the Content and an optional Description. If you selected either A Web Page OR Uploaded content then you must enter the full Internet web address to the page to be displayed. This must include http:// at the beginning of the line for a standard web page. Alternatively click Upload to upload your own web file to the server as content. Click Browse to select the file to upload. Click Upload selected file to transfer the file from your local machine to the server. Repeat these 2 steps for additional files to upload. When uploading multiple files it is important to make sure that the default file is highlighted before clicking OK. Click OK to return to the Content page. 18
To Edit existing Content Find the content to be edited by using the search options and double click on it in the list to edit. Alternatively tick the content in the list and click on edit selected content. You can also delete the content you are currently editing by clicking on the Delete button. To Delete Content Tick the content name in the list box and click the delete ticked content(s) link. You will be asked to confirm the Delete operation. Click Yes to continue deleting or No to abort the delete operation. Warning: Deleting content will also delete all associated schedules and response data gathered by users for those schedules. 19
Schedules To view a list of the available schedules, click on Admin > Schedules. To sort the list of schedules, click on any of the column headings. 20
To add a new Schedule To add a new schedule, click on the Add a new schedule link. Select the type of activity you are scheduling from the drop-down box. e-dialogue Feedback e-dialogue Interactive Dialogue Feedback Dialogue A Web Page OR Uploaded Content SCORM Compliant Content Live Event Action Forum A survey, test or e-learning programme. An e-dialogue that opens once the content is closed. No longer supported. A web-based text box that opens once the content is closed. A web page or document (Word, pdf, PowerPoint etc). A SCORM v1.2 compliant learning module compatible with an LMS. A physical training session or meeting with confirmation of attendance. A to do item that can be added to the homepage. A discussion board. Then click the OK button. Depending on the type of schedule, a number of tabs (General, Participants, Email, Prerequisites, Security and Advanced) will then appear. Clicking on a tab will reveal the options behind it. 21
General tab Content Language Name Description Available Pass Score Active from and until On exit The content to be sent out to the user/s or group e.g. an e-dialogue or document. The language that the name and description will be displayed in to the user on the homepage. The name of the schedule that each user will see on the homepage. A description that a user sees if they click on the information icon on their homepage. Choice between defined time period or continuously available The score a user must achieve to obtain Passed status for the schedule. This option only applies if the e-dialogue has questions with correct answers that contribute to the score. Time period that the schedule is active for. If the start date is in the future then the schedule will appear on the users future section of the homepage. If the end date has been reached then the schedule will appear in the history section. If the Available option is set to continuous then active from and until are replaced with duration. Duration is the number of days each individual user has to complete the schedule regardless of when they were added. The calendar pop up button can be used to set the date or it can be entered using the drop down boxes. The destination the user will be taken to upon closure of the schedule. 22
Participants tab Make available to Users Groups Web address HTML Snippet Schedule limit Can be set to Specified participants to send out emails to specific users or Anyone anonymously to generate a universal link. Individual users can be located using the Find option and then added to the Schedule participants section by clicking on the Add button. The green Users tab must be selected. Groups of users can be located using the Find option and then added to the Schedule participants section by clicking on the Add button. The red Groups tab must be selected. The universal anonymous link generated by selecting Anyone anonymously. It is important to note that the schedule must be saved and then edited for the link to be shown. HTML code used for displaying the e-dialogue in an i-frame on a web page. The limit for responses before the schedule closes. The message below is then shown. 23
Auto-Registration New users can be added to DMS by entering their user details into an e-dialogue with specific functionality. Features are necessary at the start of the e-dialogue that check if the user is already in DMS and then add them if they are not. The schedule should be sent out anonymously and users will be regarded as known to the system once they have filled in their details. If it is necessary to add auto-registered users to a group then the group name should be added under the participants tab with the Make available to option set to Specified participants. The option should then be changed to anyone anonymously. If you wish to send out invitation, reminder or completion e-mails then click the Email tab. This tab is unavailable if the schedule is set to anonymous. 24
Email tab A schedule has three automatic system-generated emails that are only sent to each user once, if activated. Invitation email Reminder email Completion email An email is sent to a user when they are added to the schedule and the schedule start date has been reached. If a user is created in DMS and is made part of a group that is part of a schedule then the user will be sent an invitation email. The reminder email is sent at a specific time after the schedule has started or before the schedule is due to close. The reminder email is sent to all users who have not started or started but not completed the schedule. Upon completion of the schedule (a user reaching the final page on an e-dialogue) the completion email is sent to the user acknowledging their data. To edit an email, click on the Edit link next to the email to be edited and then complete the Delivery and Message tabs. Status Name Delivery delay Sender s details To enable invitation emails to be sent to all existing and new users select active from the drop down box. If set to inactive no automatic invitation emails will be sent out. The name that is shown under the Email tab of the schedule. The time delay, in days, after the start or before the end of the schedule until the reminder email is sent to all incomplete users. The email address that all emails will be sent from (delivery failures and out of office auto replies will also be sent to this address) and the email address that emails will be sent to if a user clicks on reply in the email. 25
DMS provides default subject and message text that can be edited by directly typing in the boxes provided. Clicking on the Mail merge values drop-down box displays a list of mail merge values that can be added to the text and are replaced by information from the system. It is generally considered good practice to address users using their name, provide a date when the schedule should be completed and a link to access the schedule as minimum requirements. [Title] [Name] [UserTitle] [FirstName] [Surname] [Email] [UserName] [Password] [RefID] [StartDate] [EndDate] [URL] [LoginURL] [AutoRunURL] [ViewMessageURL] the title of the schedule to be completed the friendly name of the user the title of the user if specified the first name of the user if specified the surname of the user if specified the user s e-mail address their current user name, used to logon to the system the user s current password a unique reference for a user to be used in the subject to avoid spam the start date of the schedule to be completed the closing date of the schedule the web address that the user needs to access the normal logon page a web address that automatically logs the user into their home page A web address to automatically launch the schedule A link to a posted message on the message board Important These fields are case-sensitive and must be enclosed in square brackets, so great care must be taken when inserting them in your message. 26
Alternatively an email template can be selected via the template drop down list. If it is desirable that the message be saved as a template then a name should be entered into the save message text input box and the box ticked. Click OK to save the message (or press Cancel to abort the changes). In addition to the automatic system generated emails it is possible to create extra emails based on custom criteria. To enable the option of creating a new mail shot, the schedule must be saved and edited. To create a new mail shot, click on the Create a new mailshot link and complete the Delivery, Recipients and Message tabs. The settings for a mail shot are similar to the invitation email with the additions below: Delivery delay The option to send the mail upon completion of the schedule. 27
Delivery frequency The mail shot can be set to once or repeatedly at the specified delay rate in days. To set the recipients of the mail shot, click on the Recipients tab and configure the options. If the mail shot is to be sent to one or more users (e.g. invitation email resend) then search for the users on the right hand side and click Add to add them to the left hand side. Select the users selected below and are participating in to not apply any logic rules. If the mail shot is to go to either all users or selected users using a logic rule then select it from the drop down at the top right of the box. Are participating in Have completed Have not completed Have passed Scored at least Have failed Scored less than Have not started Have partially completed Have reporting access to No logic applied. All users that have already completed e.g. a completion email. All users who have not started + all users who have started but not completed. All users who have completed and scored above the pass percentage. All users who have completed and scored at least a specified percentage (a numeric box appears to enter percentage). All users who have completed and failed to score above the pass percentage. All users who have completed and scored less than a specified percentage (a numeric box appears to enter percentage). All users who have not clicked on the launch link to start the schedule. All users who have clicked on the link and/or run through some of the programme but not completed All users with security rights of a reporter to the schedule. The message tab is configured in the same way as the invitation email. When configuration is complete click OK to show a summary of how many users will receive the email and then click ok if this is correct. 28
Pre Requisites tab If another schedule or set of schedules should be completed before the current schedule is made available then they should be specified under the Pre requisites tab. Invitation emails will not be sent nor will the schedule be visible on a user s homepage until they have satisfied the pre requisite criteria. To add a schedule or schedules as pre requisites search for them on the right hand side and add them to the left hand side using the Add button. Advanced tab The options available under the advanced tab vary depending on the type of content that is being scheduled. Show on Run dialogue in a new popup window Allow re-runs when complete Allow up to X attempts until passed 29 Sets whether the schedule is shown on homepage or library. When a link is clicked the launch window is displayed with the e-dialogue inside. If the user has plug-ins for the browser this can limit the space on the page and distort the layout. If this option is ticked then the launch window opens up a new window free from any plug ins. It is important that users have disabled pop up killers for this option to work correctly. Once a user has completed a schedule the link is disabled and they are unable to access it. Enabling this option allows them to run the schedule again from the beginning and change their data. This option only applies if the programme contains a test with correct answers a pass percentage. The user is allowed to re-run the programme a set number of times. If they pass the test then the programme is closed
Reset user s feedback data if they rerun Only store each user s first response Stop users viewing their own feedback Show condensed individual user report Disable the message board Hide user details in reports Hide individual user feedback reports Hide overall schedule feedback reports Select languages Modify user feedback data... and they are classed as Passed. If they reach the limit and have still not passed then they are classed as Failed. If a user re-runs then all their data is deleted and they start again. If a user re-runs they are not able to change their data. This option is used when there is a test that shows correct answers. When enabled a user can not view their own report and see the correct answers to the test. Reduces the length of an individual report by only showing the selected options and not showing the options not selected. Disables the message board so that users are unable to discuss the schedule. The names of all users are changed to anonymous in a report. The option to click on a user s name and see their data in a report is disabled. The option to click on the schedule name and see the group report is disabled. If the e-dialogue is available in multiple languages then they can be enabled or disabled. The user chooses the language that they wish to run the schedule in on their homepage. A user can be set to incomplete, complete or have their data deleted. Resetting user data User s completion data can be manually changed from within the schedule. To complete, incomplete or to delete a users data click on the Advanced tab and then click on the Modify user feedback data button Select the user/group from the right hand side and add them to the left hand side by clicking on the Add button. Select the modification to be applied from the drop down list box at the top and click Modify to perform the action. The date boxes at the bottom can also be used to apply specific date ranges to the modification. 30
If the option to incomplete a user is selected then the option is displayed Also clear pages visited data. Ticking this option will reset the users position back to the start of the e-dialogue and they will be classed as incomplete. To complete the e-dialogue the user will have to run through until they reach the final page. To Edit a Schedule Click on Admin > Schedules and search for the schedule using the search options. Tick the schedule and click on Edit selected schedule, alternatively double click the schedule in the list. You can also delete the schedule you are currently editing by clicking on the Delete button. Once a schedule is saved and edited, additional options and information is displayed. Progress Anonymous link data Create a new mailshot View log Modify user feedback data Can be found at the top right of the main box. Displays the completed progress count for the schedule in the form of a count and percentage ie Progress: 55/594 participants have completed (9%) Can be found under the participants tab when the schedule is made available to anyone anonymously. Displays the link needed to access the schedule and the HTML i-frame snippet. Can be found under the email tab. Allows the creation of addition manual mailshots. Can be found under the email tab. Displays a log of all emails that have been sent out for automatic mailshots and manual mailshots. Can be found under the advanced tab. Allows user status to be changed to complete or incomplete or data deleted. To Delete a Schedule Click on Admin > Schedules and search for the schedule using the search options. Tick the schedule and click on Delete ticked schedule(s). You will be asked to confirm the Delete operation. Click Yes to continue deleting, or No to abort the delete operation. Warning: Deleting schedules will also delete all associated user response data gathered by users for those schedules. 31
Email Templates An email template can be used to store email text to be used in schedules. Templates are separated into invitation, reminder and completion types. To display a list of email templates slick on Admin > Email templates. New email templates can be created by clicking on the Add link. Existing email templates can be edited by clicking on the name and then the Edit link. If a template is black the security rights allow it to be edited and saved. If a template is grey then it is read-only and cannot be changed. Existing email templates can be copied and changed by selecting the template and using the Copy link. Any black template can be deleted by clicking on the template and then using the Delete link. When creating a new email template select the type of email from the Type drop down list box and enter a name in the Name text entry box. Text is entered into the Subject and Message in the same way as a standard email. If user or schedule specific information is required then the appropriate mail merge values can be found by using the mail merge values drop down list at the bottom of the box. If it is desirable that no other users of the system see the email or are able to use it then the hide this template from other users tick box should be ticked. It is important to note that email templates are only used within schedules. An email template that is saved as type Schedule Reminder can only be selected within the schedule reminder email template drop down list. It will not be shown in the Schedule Invitation or any other template drop down list. 32
System Settings The System Settings link is only available to Client Administrators and Administrators, and is used to modify global settings for the DMS site. Interactive Dialogues configures the settings when the site is created and can change the settings if requested. The System Settings page is divided into five tabs: Send email to users on creation. Hide My profile menu option. Disable password reminders. Disable uploading of web based content. Disable the display of counts in search lists. Enable anonymous login. Enable self-registration. Send self-registration emails to: User display name format. All system emails sent from: Exit Url: Export achieved EDs. A system generated email is sent to all users when they are first created. The email contains login information. Disables a users ability to change their own details. Removes the option at login for a user to request an email containing their system password. Removes the option to upload documents or files for scheduling. Removes the totals in search displays. No longer supported Enables a link at the login page for new users to create an account. The email address that will be sent an email every time a new user is created via the self registration process. Changes the format of the user s name on their homepage. Used by Interactive Dialogues for administration. The website where a user is taken to upon logging out of DMS. Creates a zip file containing export files for all e-dialogues that have been achieved. 33
Extra user fields are activated by ticking the box next to each field. There are up to ten fields that can be used to add extra demographic data to user records. Users can be found in searches and data can be filtered using the information. The default text for all system generated emails can be set by clicking on the appropriate drop down list box and editing the email text. When a new schedule is created the default text is used for all emails unless edited or an email template is used. Error log is used to make a record of any errors that have occurred when DMS is in use. Interactive Dialogues uses this information to assist in support related enquiries. 34
The Advanced tab is only available to Administrators and contains technical system settings. Allow duplicate email addresses. Allow empty email addresses to be entered. Use the wysiwyg editor for text editing. Send emails in plain text only. Max search size: Run Mode: Mail Server: Email batch size / delay: Path to ID root: Server URL: Allows multiple users to have the same email address. Used in cases when the same person has to fill in a survey for multiple locations. Used in a situation where DMS is used to track completion of physical material for users with no email address. Enables an advanced what you see is what you get text editor interface removing the need for HTML tags. Removes any HTML code in an email and sends the email as plain text only. Restricts the maximum search size so that returned lists are manageable and quick to return with search results. The number used is also the maximum number of rows displayed per page in a report. DMS can open in the current web browser window or a new window that does not contain any tool bars. The SMTP mail server address that all system generated emails are sent from. The number of emails that are sent in each batch and the delay between batches. Used when a large number of emails are to be sent out to reduce the amount of initial traffic. The physical UNC path to the ED root directory where all e- Dialogues are run from. The URL of the DMS site. Archiving Users, Groups, Content and Schedules can be archived removing them for standard searches. This feature can be used to clean up the system and make it easier and quicker to use. To archive an item click on Admin > Users/Groups/Content/Schedules, search for and select the item/s to be archived and then click on the Archive ticked link. Items can be unarchived by selecting the type of item to search for as Archived, selecting the items and then clicking on the Unarchive ticked link. Users Data for archived users is shown in a report unless Exclude archived Users option has been ticked under the Filters tab when a report is configured. Schedules If a schedule is archived it will not show in the list for Admin > Schedule but will show in a User/Group report if a user was in the schedule. 35
Reports The reports menu is available to Administrators, Client Administrators, Editors and Power Users. The following types of reports can be generated by clicking on the appropriate link: Schedule User / group Content User inventory Schedule inventory The progress of all the users in a schedule, aggregate and individual question data. The progress of a single user (or group of users) across all assigned schedules, aggregate and individual question data for each schedule. Aggregate data for all schedules containing the same e-dialogue (or other content). User details for a single or group of users. Schedule setup data for a single schedule or group of schedules. Schedule Report To run a schedule report, click on Admin > Schedule from the main menu. There are three tabs that are common for all types of report and should be configured before the report is generated. Scope Filters Columns The item(s) that the system is to generate the report on. This can be a user, group, schedule or content. Initial filters to be used on the data such as completed the ED or passed the test. The columns of data that are shown when the report is generated. 36
Scope To add a schedule to the report, select it on the right hand side and click on the Add button to add it to the left hand side. The green arrow can be used to open the advanced search box that enables searches on additional criteria. Filters The Filters tab is common for schedule, user/group and content reports. Tick the box next to the appropriate filter to apply it to the report. Display report summary only. Only show basic completion columns. Exclude archived users. Only show users that passed. Only show users that have completed. Shows only score, correct, time taken and run count totals. Shows basic columns only. Does not include data from archived users. Passed / failed and specific score ranges Completed / incomplete / not started / partially complete 37
Only show users that viewed between. Specifies a time range for when a user ran the e-dialogue Columns The Columns tab is common for all reports but some fields are specific to reports. To add columns to the schedule report select them on the right hand side and click on the Add button to add them to the left. To remove columns from the schedule report select them on the left hand side and click on the Remove button. To reorder the columns in the schedule report select the column to be moved on the left hand side and move it using the Move up and Move down buttons. Name Schedule Start Date Completed Date Total Time Spent Questions Attempted Score Passed/Failed UserName E-mail Group Created By Created Date Last Login The User s friendly name The Schedule s name The date the user first started the scheduled task. The date the user completed the task. The total time spent on the task The number of questions attempted, in the format Attempted/Questions Possible (Only used for dialogues that contain questions) The current score achieved, in the format Correct Questions/Questions Possible (Percentage) (Only used for dialogues that contain questions) Indicates whether the user passed, based on the Pass score defined for the Schedule. The user s logon UserName The user s e-mail address The groups the user belongs to. The name of the user that created this user. (Usually used for Inventory reports) The date the user was created (Usually used for Inventory reports). The date the user last logged on to the DMS system. Once the tabs are configured, click on the Generate Report button to display the DMS level report. 38
User/Group Report To run a user/group report, click on Admin > User/Group from the main menu. Scope To add a user to the report, select them on the right hand side and click on the Add button to add them to the left hand side. To add a group to the report, click on the Groups tab, select the group and then click on the Add button to add it to the left hand side. The green arrow can be used to open the advanced search box that enables searches on additional criteria. To remove Users and Groups, highlight them in the list on the left, and click the Remove button. Filter The Filters tab is common for schedule, user/group and content reports. See schedule reports for a more detailed explanation. Columns The Columns tab is common for all reports. See schedule reports for a more detailed explanation. 39
Content Report To run a content report, click on Admin > Content from the main menu. Scope To add content to the report, select it on the right hand side and click on the Add button to add it to the left hand side. The green arrow can be used to open the advanced search box that enables searches on additional criteria. To remove content, highlight it in the list on the left, and click the Remove button. Filter The Filters tab is common for schedule, user/group and content reports. See schedule reports for a more detailed explanation. Columns The Columns tab is common for all reports. See schedule reports for a more detailed explanation. 40
User Inventory Report To run a User Inventory Report, click on Admin > User Inventory from the main menu. Scope To add a user to the report, select them on the right hand side and click on the Add button to add them to the left hand side. To add a group to the report, click on the Groups tab, select the group and then click on the Add button to add it to the left hand side. The green arrow can be used to open the advanced search box that enables searches on additional criteria. To remove Users and Groups, highlight them in the list on the left, and click the Remove button. Filters Display report summary only Only show users who are currently using the system Shows only the total number of users in a group Shows only users who are logged on to DMS 41
Columns The Columns tab is common for all reports. See schedule reports for a more detailed explanation. Schedule Inventory Report To run a Schedule Inventory Report, click on Admin > Schedule Inventory from the main menu. Scope To add a schedule to the report, select it on the right hand side and click on the Add button to add it to the left hand side. The green arrow can be used to open the advanced search box that enables searches on additional criteria. To remove a schedule, highlight it in the list on the left, and click the Remove button. Filters Display report summary only 42 Shows the number of schedules.
Only show Only show schedules that are Only show schedules that appear on the Only show schedules between Only shows the type of schedule selected (e-dialogue, document, SCORM module etc). Only shows active or inactive schedules. Only shows schedules that appear on homepage OR library. Only shows schedules with start dates between the dates selected. Columns The Columns tab is common for all reports. See schedule reports for a more detailed explanation. Schedule Name Schedule Type Participant count Active Start date End date Invite Email date Reminder Email date Completion Email status Created by Created date Extra schedule data The name of the schedule. The content type of the schedule (e-dialogue, document, SCORM module etc). The number of users in the schedule. Active or inactive. The start date of the schedule. The end date of the schedule where users no longer have access. The date the invitation email is sent out to all users. The date the reminder email is sent out to incomplete users. Enabled or disabled. The name of the user who created the schedule. The date the schedule was first created and saved. Details from the advanced tab of the schedule. 43
DMS Level Report To show the DMS level report, configure the tabs under any of the reporting menu options and click on Generate Report. Customised Company Header Button bar Report Summary Column headings Report rows Button Bar Returns to the report criteria section from before the report was generated. Gives the option to copy the data to the clipboard or download the data in a zipped html file. Once downloaded the data can be copy and pasted into excel for post processing. Prints the page. Displays content sensitive help. 44
Report Summary Results The number of users that meet the report filter criteria out of the total. (Also shown as %) Minimum, average and maximum values are shown for the following: Score Correct Answers Time Taken Run Count The number of questions answered correctly that have correct answers associated and are applied to the overall score. The figures are shown as percentages. The number of questions answered correctly that have correct answers associated and are applied to the overall score. The total time the content was open to the user over all runs. The number of times the content was run. Paging Control If the number of report rows exceeds a system defined maximum (default 500), then this section is added to allow you to move from one page of results to another. You can either click on Next Page or select the required page directly from the drop down list of page numbers. Column Headings The column headings are repeated every 50 rows and the entire table can be sorted by clicking on any of them. The columns that appear in the report can be customised by adding/removing them in the columns tab when configuring the report. Name Schedule Start Date Completed Date Total Time Spent Questions Attempted Score Passed/Failed UserName E-mail Group Created By Created Date Last Login The User s friendly name The Schedule s title. The date the user first started the scheduled task. The date the user completed the task. The total time spent on the task. The number of questions attempted, in the format Attempted/Questions Possible (Only used for dialogues that contain questions). The current score achieved, in the format Correct Questions/Questions Possible (Percentage) (Only used for dialogues that contain questions). Indicates whether the user passed, based on the Pass score defined for the Schedule. The user s logon UserName. The user s e-mail address. The groups the user belongs to. The name of the user that created this user. (Usually used for Inventory reports). The date the user was created (Usually used for Inventory reports). The date the user last logged on to the DMS system. Report Rows Each row contains data for a user that met the report criteria. If a user s name is underlined then clicking on a users name provides access to the question data for that user. If the schedule name is underlined then clicking on the schedule name on any row will provide access to the group data for all users. 45
Individual User Feedback Report If a user s name is underlined in the main DMS level report then clicking on this link displays a detailed report of that user s question data. Button Bar Returns to the report summary section after the report was first generated. Gives the option to copy the data to the clipboard or download the data in a zipped html file. Once downloaded the data can be copy and pasted into excel for post processing. Prints the page. Displays content sensitive help. Main Report Body The report contains the details of the user s inputs for each question component. The type of report output for a question depends on the question type (i.e. Single choice, Sliding scale, ranking, etc). Schedule Feedback Report If the schedule name is underlined in the main DMS level report, then clicking on this link displays a detailed report of all user s question data. Prior to displaying, the report can be customised by using the report generator. Report Generator - Step 1 - Type Simple report More detailed report Displays question text, answer counts, answer %s and default graphs Displays statistics table for each question with mean, median, modes, SD etc. 46
Report Generator - Step 2 - Questions All questions Selected questions Shows all questions in the report Show only selected questions in the report. Questions can be selected/unselected by clicking on them individually or using the select all/deselect all buttons. Report Generator - Step 3 - Filtering Between dates By groups By language On completion status On score On the user s name On extra user s information Auto Filter Shows data for only those users who started the content between the dates set. If the use completion date box is ticked then users will only be included who completed the content between the dates set. Shows data for the groups selected. If no groups are included in the schedule the box is left empty. Shows only the data for users who chose the language selected. Shows data for users who are either complete or not complete. Shows data for users who got more or less than a set score. Shows data for users whose name match the criteria in the box. Shows data for users who have data in any of the 10 extra user fields that matches the criteria in the box. Any single-choice question that is marked a demographic is displayed as a filter. Report Generator - Step 4 - Output Report output format Output in HTML or RTF (Microsoft word) Show respondents details Show respondents name against user entered feedback Show report filter details Show page/question numbers User record and schedule data can be shown for each user in a separate table. Shows the user s name next to any text entry box e.g. comments box Displays the filter settings used to generate the report. Displays the page and question number for each question. 47
Add a page break in RTF Inserts a page break after each question in an RTF report. Main Report Body To show the report click Finish. The report generator can be displayed by clicking on the Filter report button on the toolbar. 48
Exporting Raw Data The raw data can be exported if further processing is required. To export the data click on the icon on the menu. The data can either be presented in the format XML. HTML or CSV. Select the required format and click Download. If the data is to be used in SPSS, tick the Formatted for SPSS box under the drop down list box. Select Download File from the warning menu if using Internet Explorer to start the download process. Once the zip file is downloaded, open the enclosed.htm file to display the data. Select All > Copy > Open Excel > Paste > Save to transfer the data to excel. 49