Instructions for Administrators of AHIMA s New LMS

Transcription

1 Instructions for Administrators of AHIMA s New LMS This document provides AHIMA s customer s administrators with information concerning how to access AHIMA s new learning management system (LMS), so that they can retrieve information concerning the status of the users they support. This document is a companion document to User Instructions for New AHIMA LMS , which should be reviewed by all administrators. That document, and all subdocuments it references, provides the information that both users and administrators will require to access and execute the courses provided on the system. This document begins from the standpoint that the administrator is already logged in to the LMS. If that is not the case, please reference the User Instructions document for guidance on logging in. Overview Users and administrators of the LMS will have the exact same access to all courses provided and will perform the same steps to access and execute the courses. However, administrators will have access to an administrator dashboard that students will not have. This document describes how administrators become set up to have this access, access the administrator dashboard, and execute and use the information and reports provided in the administrator dashboard. If during the course of this process there are any questions concerning administration rights, please contact our support group via either phone or or ahima.help@learnsomething.com This support is provided 24 7, and in many instances your questions can be answered immediately. If your question requires escalation, tier-2 support is provided 8 a.m. 5 p.m. CST, Monday Friday. Step-by-Step Process The process to access and execute the Administrator dashboard in the new LMS is to first log in to the LMS. Again, this step is detailed in the User Instructions. Once the administrator is logged in (screen 1), they will see exactly what any user will see.

2 Screens 1 and 2 Once on screen 1, to access the dashboard the administrator will need to click their first name, which is shown in the upper-right corner (this replaced the Log In/Register link that was there prior to logging in). If the administrator is appropriately set up, they will see a drop-down list where the first item shown is Admin dashboard (screen 2).

3 If the administrator is not set up (i.e., they do not see the Admin Dashboard link), they need to send an to and provide the following information: First and last name address Name of institution Name(s) of course(s) to be administered Once this information is received, the administrator will be provided with a redemption code and PIN that can be used to become an administrator for the group of users they will administer. Once the administrator is registered, he or she can follow the rest of this process. If for any reason administrators are having difficulties with this step, they should contact our support group: or ahima.help@learnsomething.com Click Admin Dashboard to move to screen 3. Note: Depending on the number of courses that are being administered, as well as certain other factors (courses, sections, subscriptions, etc.), what is shown on the drop-down list on the left may differ. In this

4 document, at times what is depicted in the drop-downs will be different. This difference in depiction will not change any of the instructions that are imparted in this document. Screens 3, 4, and 5 Screen 3 shows a bar graph that indicates how many users have enrolled for which courses. There will be a bar graph for each course that indicates how many users have enrolled in that course. If the administrator is administering more than one course, additional information is provided on the dashboard as well, which is depicted in screens 4 and 5.

5 Screen 4 is a scroll down of this same page. This shows line graphs that indicate how many enrollments occurred week-to-week over the last 30 days.

6 Screen 5 is a further scroll down of this same page. This shows a pie chart that indicates the percentage of enrollments for each course.

7 Screens 6, 7, and 8 Screen 6 is the main screen that the administrator will use to access any data they have available to them. For the remainder of this document, in order to provide various pieces of information, various versions of this screen as well as various options in the screen will be depicted. The administrator can also gain more detailed information by using the drop-down menu of options that is on the left side of the screen. As mentioned, the options visible may be slightly different but will not impact the information in this document; specifics will be highlighted as required.

8 The administrator can gain information about courses (products) they administer by clicking the Products link. This will show the word Sections (screen 7).

9 Click Sections, which will show the administrator what section(s) they administer and allow the administrator to select a section. If there is only one section available, that is all that will be shown (screen 8). Likewise, if there are multiple sections available, each section will be shown (screen 9). In order to see specific information for a particular section or course, the administrator will select the course of interest (again, in some cases there will only be one option shown). In this document, examples are shown using multiple options to ensure the information is complete.

10 Screen 9 When there are multiple options available, if the course the administrator is interested in is shown, the administrator can select the word Manage below the course name. If the course of interest is not shown, the administrator can use the search bar at the top of the page to enter all or part of the course name. If the administrator enters the entire course name, that course will be the only one shown. If the administrator enters part of the course name, all courses that have that string in their name will be shown. For the rest of this document the course Coding Proficiency Asmt: Hospital Inpatient will be used as an example. This same course is highlighted in the user document.

11 Screen 10 In this case, the course the administrator is interested in is the only course administered with the word proficiency in the title. Therefore, if the administrator types profic in the search box, only the course of interest in is now available. As stated earlier, the administrator can now click the word Manage under the course title, which will lead to screen 11.

12 Screen 11 Screen 11 provides the administrator with multiple options: the administrator can return to the dashboard by clicking the Dashboard link, show a course roster by clicking the Roster link, or run detailed report by clicking the Detail Report link. Because the dashboard has already been discussed, you will not execute that option here. Clicking Roster will take you to the class roster as depicted in screen 12.

13 Screen 12 Screen 12 shows the roster for the course providing the users name, address, alternate ID (which is the 7-digit AHIMA ID they are registered under), their start date, and their course enrollment status (complete passed, complete failed, incomplete, and in progress). The administrator can also get access to certain details for individual students. Note: The details shown depend on the course(s) and section(s) the student is enrolled in. In this example, the information shown depends on whether the student has completed both aspects (course and evaluation), whether they have claimed credit and CEUs for the course, and their evaluation answers and results. In order to access this information, click the View Details link for the particular user of interest. This will take the administrator to a screen that will look like either screen 13 or 14.

14 Screen 13 Screen 13 is a screen associated with a student who has completed all aspects of the course. This indicates the student has completed the course and the evaluation (as indicated by the green checkmarks), and has claimed credit (as indicated by the word yes ).

15 Screens 14 and 15 Screen 14 is a screen associated with a student who has not completed some or all aspects of the course. In this particular case, the student has done nothing; there are no check marks, and the word no is next to earned.

16 The next thing an administrator can do is run detailed reports for the course and the users. In order to run these reports, click Sections again and then click Manage under the course, which will take the administrator back to screen 11, shown again here as screen 15. Once back to this screen, click Detailed Reports. These reports allow for various options to be selected or deselected. Screens 16 and 17 show and describe these options.

17 Screens 16 and 17 Screen 16 is the first part of the options that can be selected to be displayed in this report. Screen 16 is the second part of the options. Each option is described on the screenshot.

18 Once the administrator has determined what criteria should be included in the report, they can click the Queue Report link at the bottom of screen 17. Once the report request has been started, the administrator will see screen 18.

19 Screen 18 This shows that the report has been cued and is being generated. Note: Depending on the size of the report being generated, the present amount of users on the system, and the present amount of reports being run, this process can take up to five minutes or more. This will be rare, but is possible. Once the report has been generated the administrator will see screen 19, which indicates the reports are ready to be downloaded. The reports are provided in two formats PDF and Excel and each can be opened and saved to the administrator s computer or some other permanent storage area. Note: Reports will only remain on the system for five days. After five days, reports will need to be rerun.

20 Screen 19 This screen allows the administrator to download completed reports. The reports show various pieces of information in a variety of formats, again depending on which course or section the report was run on. The Excel report has multiple worksheets, each showing various pieces of information. The two primary sources of information of value will be in the Enrollment tab and Assessment Detail tab. In some cases both tabs will provide information and in others only one of them will; this depends on the course or section that the report was run on.

21 Screen 20 In the case of the example course chosen for this document, the main information provided is in the Enrollment tab. Screen 20 shows data from this tab. This report shows details around each user s enrollment; when they enrolled, whether they have completed the course, when the course was completed, and the first and most recent times the course was accessed by the user. Note: In order to provide a view of some of the more important data, certain columns have been highlighted or hidden in this screenshot. Because this is true user data, the names, s, and ID fields have been hidden. The PDF report shows high-level status information (complete or incomplete) and also details concerning the course evaluation. In this case, each student was asked to evaluate the course. Some of this information could be of value to the administrator, as it lets the administrator know if the users think the course is the right level and if students thought they were provided with enough time to take course.

22 Screens 21, 22, and 23 Screens 21, 22, and 23 show example sets of information from the PDF report.

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24 These two reports provide the administrator with the information they will need to determine the status of the users they administer. Again, not all courses and sections will have the same information provided. Also AHIMA continues to evaluate what is being provided via reports in order to provide administrators with the information they require. Summation This document, and all of its subdocuments, is meant to be a companion document to User Instructions for new AHIMA LMS , and all of its subdocuments. This combination is meant to provide both users and administrators the information required to use AHIMA s new LMS system. AHIMA is driven to ensure that users and administrators are able to access all the information they require, if it can possibly be provided. If there is information that you require that either is not provided or you cannot find, please reach out to your sales representative or AHIMA Academy Support at or ahima.help@learnsomething.com.