Medworxx Learning Management System Administration Guide. Medworxx Learning Management System Version May 2011, Version 8

Transcription

1 Medworxx Learning Management System Administration Guide Medworxx Learning Management System Version May 2011, Version 8

2 2005, Updated 2010 Medworxx, Inc. All rights reserved. Medworxx Inc. 121 Richmond Street West, Suite 700 Toronto, Ontario, Canada M5H 2K1 Phone: Fax: Info: Tech Support: Sales: This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Medworxx. Medworxx assumes no responsibility or liability for any errors or inaccuracies. Except as permitted by license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written approval of Medworxx Copyright Medworxx 2010, All Rights Reserved. 4

3 Chapter 1: Introduction 8 About the Medworxx Learning Management System 8 How to Use This Guide 9 About Learning Items 10 Getting Started 11 Working with Items Requiring Your Attention 12 Using the Learning Items Menu 19 Working with a List of Learning Items 20 Filtering Table Contents 20 Information Shown in the Table: 21 Working with Items in the Table 22 Working with Components of Learning Items 22 Item Search 23 Chapter 2: Setting up Medworxx LMS 25 Setting up Catalogues 25 Setting up Categories 26 Organizing Users in Groups 29 User groups and global rights 37 User groups and global rights 37 Setting up Users 41 Chapter 3: Privileges Defined 56 LMS Privileges 56 LMS Privilege Diagrams 59 User Rights Break Down 64 Default LMS Privileges and their Associated Administration Rights Comparison Chart 64 Special Positions/Privileges in the LMS 69 Belongs To 69 LMS Learning Assistant 70 Assigner 73 LMS Registrar 75 Copyright Medworxx 2010, All Rights Reserved. 5

4 Reporter 80 Edit Learning Plan 82 Master Educator Account 86 Chapter 4: Working with Online Courses 87 About Online Courses 87 Online Courses from the Learner s Perspective 88 Creating Online Courses and Course Objectives 89 Adding Video to an online course 117 Chapter 5: Working with Classroom Courses 119 About Classroom Courses 119 Creating Classroom Courses 119 Classroom Course Example 136 Chapter 6: Working with Exams, Tests, and Surveys 137 About Exams, Tests, and Surveys 137 About Exam Types: Online Exams, Final Tests, and Practical Tests 137 About Test Types: Pretests and Quizzes 137 About Surveys 138 Structure of Exams, Tests, and Surveys 138 Providing Additional Feedback for Learners 139 About Questions and Answers 140 Working with Templates 140 Understanding Answer Groups 140 What is a Correct Answer? 142 Thinking about Exam Scores 143 Creating Exams, Tests, and Surveys 143 Working with the Exam, Test, or Survey Container 144 Importing and Exporting Learning Items 155 Chapter 7: Learning Item Security 157 Learning Item Security 157 Chapter 8: Learning Item Workflow 161 Learning Item Workflow 161 Copyright Medworxx 2010, All Rights Reserved. 6

5 Chapter 9: Making Learning Items Available to Learners 163 Options for Making Items Available in the Learning Studio 163 Publishing Learning Items 167 Assigning Learning Items to specific Learners 167 About the Employee Learning Plan 170 Chapter 10: Setting up Competencies and Jobs 182 About Competencies and Jobs 182 Setting up Competency Levels 183 Setting up Competencies 183 Chapter 11: Working with Reports 187 About Reports 187 Generating Reports 205 Glossary of Terms 222 Copyright Medworxx 2010, All Rights Reserved. 7

6 Chapter 1: Introduction About the Medworxx Learning Management System The Medworxx Learning Management System (Medworxx LMS) supports the development, management, and delivery of classroom and online learning, with associated reporting and compliance tracking capabilities. It works with the Medworxx Content Management System engine to create, distribute, archive, manage, track, and administer enterprise-wide healthcare learning solutions. How you use Medworxx LMS depends on the privileges associated with your login ID. As a learner, you use the Learning Studio to take learning items and run leaner specific reports, which is described in the Medworxx LMS Learning Studio Guide and the Quick Tour available on the Learning Studio. If you don t have a login ID you are considered a Guest and have limited rights in the Learning Studio. As an Administrator, you can run reports for all users through the Learning Studio. If you are set up as an LMS Author, Educator, Manager, or Administrator you may have additional rights in the Medworxx LMS Administration interface such as creating learning items, managing learners learning plans, assigning learning items and configuring the system. Refer to Chapter 3: Privileges defined for more information about specific rights for each user type. Copyright Medworxx 2010, All Rights Reserved. 8

7 Each client receives 2 instances of the LMS system Staging (Testing) and Production. Both instances have a Learning Studio and an Administration site. The Staging Learning Studio & Administration sites are sometimes referred to testing and are used for testing, applying upgrades and training purposes. The Production Learning Studio and Administration sites will be used to rollout to your end users for go live (Learning Studio and Administration Side). Any configurations you do in the staging sites can be copied over to the Production site prior to going live. This can be coordinated with your Medworxx Application contact. How to Use This Guide This guide provides the reader with information on managing learning in the Medworxx LMS. It includes information on creating, assigning, managing and tracking learning. All users should review this chapter first as it explains the basics of operating Medworxx LMS. Administrators should review Chapter 2: Setting up the Medworxx LMS, which explains how to set up Medworxx LMS users and their access to functions and learning items. Copyright Medworxx 2010, All Rights Reserved. 9

8 Depending on the type of learning item being created, LMS Authors, Educators, or Managers should review: Chapter 4: Working with Online Courses, Chapter 5: Working with Classroom Courses, and/or Chapter 6: Working with Exams, Tests, and Surveys, Chapter 7: Learning Item Security, Chapter 8: Learning Item Workflow Chapter 9: Making Learning Items Available to Learners Chapter 10: Setting Jobs and Competencies explains how to set up up and assigning learning through the Jobs and Competencies feature. Chapter 11: Working with Reports offers information on LMS reports and should be read by Managers and Educators. Appendix A: Medworxx LMS Scorm Supp explains how to import learning items built using Captivate and Articulate authoring software. Appendix B: Medworxx LMS User Import Appendix C: Medworxx LMS Business Rules Appendix D: Adding Video About Learning Items The courses, exams, and surveys you create or import into the Medworxx LMS are known as learning items. When a learner views an online course, attends a classroom course, participates in a practical test, or takes an electronic exam or survey, this is referred to as taking a learning item. Learning items can be organized into categories to reflect the nature of the item, such as Nursing, Infection Control, or Emergency Codes. The category of a learning item appears in the Learning Studio and some reports display learning items by the categories set up in the system. Learning items can also be organized into catalogues which appear in the Learning Studio. Catalogues help organize learning items to improve search access. Copyright Medworxx 2010, All Rights Reserved. 10

9 Learning items can be made available to learners in several different ways, as explained in Chapter 9: Making Learning Items Available to Learners. Getting Started LMS Home Page Your LMS Administrator will provide you with the web address for both the Learning Studio and the Administration site. Log on using the login and password provided to you. If you are using LDAP authentication you may be automatically logged in, or prompted to login using your windows credentials. The Administrative home page launches and based on your privileges displays up to three buttons; LMS, USERS and GROUPS. Click LMS. The Medworxx LMS Home page called the Educator Dashboard, launches and presents a number of buttons and possibly items requiring your attention. Essentially this is the Managers/Educators task list. The Educator Dashboard offers the following buttons: Learning Items Used to create or modify learning items, click Learning Items and follow the instructions in Chapter 4, Working with Online Courses, Chapter 5, Working with Classroom Courses, or Chapter 6, Copyright Medworxx 2010, All Rights Reserved. 11

10 Working with Exams, Tests, and Surveys, Chapter 6, Importing Learning Items section. Employees Used to manage the learning plans for learners, click Employees and follow the instructions in Chapter 9, Making Learning Items Available to Learners. Jobs & Competencies Used to set up Jobs and Competencies and organize learning items, click Jobs & Competencies and follow the instructions available in Chapter 10: Setting up Competencies and Jobs. Page Portlets Used to set up portlets on the LMS user home page and sign in page, click Portlets and follow the instructions found in Chapter 2: Setting up the Medworxx LMS. Tools Used for advanced features; setting up Business Rules and the Bulk Unassignment of learning items, click Tools and follow instructions found in Chapter 2: Setting up the Medworxx LMS. Home To navigate back to the LMS Administrative home page, select the LMS home link located at the top left side of the page. To navigate back to the CMS home page, select CMS home located at the top left side of the page. Working with Items Requiring Your Attention Your Medworxx LMS home page lists the items that require your attention based your relationship with employees who report to you, or groups you have been designated as Registrar for. The kinds of items that appear here depend on your privileges. For example, you might see items that include: A learner requesting approval to take a course. A learner missing a due date for an online learning item. A learner with practical tests. A list of classroom courses which you have set up, or for which you or those who report to you are the instructor for, along with the list of registered attendees. In the screen you can enter or change their status, marks and add comments. Copyright Medworxx 2010, All Rights Reserved. 12

11 If you have been assigned the role of Registrar for a group, you will see an additional section listing Items requiring your attention for Online Courses and Practical Test Items of employees in the group(s) you are registrar for. Filtering items requiring your attention: The default date range is set to one month in the future and will include items requiring your attention on dates up to and including the selected date. Leave the default or set a different date and click on Submit. Pay particular attention to the date range provided under the My Instructor s Classes link, as this range defines the information that will be provided according to the selected date. By default this date range is set to one month prior and one month after today s date. For example; date of Jan 24, 2011 will display My Instructor s Classes from Dec 24, 2010 to Feb 23, 2011 (note, it does not return data for the actual end date of Feb 23rd). Leave the default range or choose the appropriate dates in the From and To calendars and click on submit. Copyright Medworxx 2010, All Rights Reserved. 13

12 Copyright Medworxx 2010, All Rights Reserved. 14

13 Managing approval requests: The first item in your list you ll see is My current approval requests. If there are any outstanding approvals, when you click on the link you will see learners who report to you and need approval to take specific learning items. If you choose any level lower than Level 1, you will also see indirect reports to requests. You may also have requests from learners who are not tied to you through Reporting Relationships, if you have been identified in the learning items Workflow Tab as an approver. Click the My learners approvals requests link (_items). The Approval Requests screen appears: To approve a learner s request, select the Approve option and optionally enter a comment. The item s status in the Learning Studio will change to Take Now. To reject a learner s request, select the Reject option and optionally enter a comment. The item s status in the Learning Studio will change to (rejected). To mark the learner as missed, select the Missed option and this will appear on the employees learning record. To exempt the learner from the taking the learning item, select the Exempt option. Any comments you enter appear when the learner hovers the mouse over the status in the learning studio and display in some of the reports. Copyright Medworxx 2010, All Rights Reserved. 15

14 Click Submit after making your selection. Managing Online Items Due: This will present any learners who have online items whose Due Dates fall within the specified Date range. Click on the online items due link (_items) and the following screen will appear. By default, the items due are sorted by the Learning item with learners listed underneath. You can also sort by the Employees names by selecting this radio button under the Sort By field. Copyright Medworxx 2010, All Rights Reserved. 16

15 Manage the learners items following the directions provided below: To allow a learner to miss the item, click the Missed box and, optionally, enter a comment. When the Missed option is selected, the item will appear as missed on reports and the status of the item will be updated to Missed under the employee s My Learning tab. The comment you entered appears when the learner hovers the mouse over the status and will also display in the Employee s My Learning Items Report. If desired, you can re-assign the item to the learner. Select the global (under the learning item name) or employee specific Re-assign option and enter a new due date. The item s status in the Learning Studio changes to Take Now, with the new due date. The global Missed and Reassign check boxes under the name of the learning item, allow you to perform these actions for all learners listed under that learning item. Viewing and managing past-due practical exams (tests): Click the practical tests due link (_items) and the following screen will appear. Proceed with managing the learning by identifying the learner as Copyright Medworxx 2010, All Rights Reserved. 17

16 Successful or Unsuccessful, and add a Grade and any applicable comment. The learner may also be marked as Missed or Exempt from the practical test (exam) as previously explained. Viewing and managing classroom participants: Click the Manage my classes Click here link and then select the desired classroom course from the list. The Class Attendance screen appears: Identify the learner s status in the class as passed, failed, missed or exempt, along with their grade. The classroom course s status in the Learning Studio will reflect the status entered here. When Passed is selected, a mark of 100 will populate in the grade field. When Failed is selected, a mark of 0 will populate the grade field. These grades may be modified by typing in the appropriate score. Optionally, add any comments. These will become part of the learner s record and will display in their My Learning Items Report. Copyright Medworxx 2010, All Rights Reserved. 18

17 The comments also display when the learner hovers the mouse over the status (Missed) in this case, on their My Learning tab. To print the screen s contents, click Print. You can edit the class information screen by clicking on the Edit Class button. To accept the information you entered, click Save. Once all the status, marks and comments are entered for each attendee, you can close this course by clicking on the Submit Final Marks and Close the Class button. Using the Learning Items Menu When you select the Learning Items button from the Medworxx LMS home page, you will see a menu of choices: To work with courses (online or classroom), select Courses and follow the instructions in Chapter 4: Working with Online Courses or Chapter 5: Working with Classroom Courses. To work with exams or surveys, select Exams or Surveys and follow the instructions in Chapter 6: Working with Exams, Tests, and Surveys. To work with learning item Categories, click Categories and follow the instructions in Chapter 2: Setting up Medworxx LMS. To work with learning item Catalogues, click Catalogues and follow the instructions in Chapter 2: Setting up Medworxx LMS. Copyright Medworxx 2010, All Rights Reserved. 19

18 To import or export content items click Import Items or Export Items and follow the instructions in Chapter 6: Importing Learning Items. To search for learning items, refer to the section below. Working with a List of Learning Items Under the Learning Items button the user may chose Courses, Exams, or Surveys. When an option is selected, the learning items of the chosen type are displayed in tables. The screen shot below shows the table that appears when the Courses option is selected. The items displayed in the table include only the learning items that you have access to. This list can also be filtered by using the filter drop-down lists above each column. Filtering Table Contents You can use the filters to show only items that meet specific criteria. For example, you can show only published items created last week by a specific user, or only online courses modified yesterday, or any combination of filter options. By default, the filter is set to show items of all types and names, that you ve been given rights to see or for which you are the author. To filter the table contents, choose from the built-in filters in the Filter area. Copyright Medworxx 2010, All Rights Reserved. 20

19 You can choose as many or as few filters as you wish. The list is filtered after each choice, for example, you can sort by type, then author, and then date created. To clear the filters in use and show all items, click Clear Filter. To clear the filters in use and show the default filter (active items for which you are the author), click Reset Default Filter. Information Shown in the Table: Each learning item table shows the following information: whether or not the item can be deleted - indicates it can be deleted, indicates it cannot be) an item cannot be deleted if a learner has started taking the item. the item s status - A indicates the item is published, a indicates it is not published. Items are published to make them available for learners in the Learning Studio. A indicates it is active, a means it is inactive. The item owner will see all their active and inactive items. Other Learning Item managers who have been give admin rights to manage specific item, will only see those that are active in their Learning Item list. Inactivating an item, allows an author to hide a learning item until they are finished with it. For details see Chapter 6: Making Medworxx LMS Items Available to Learners. The details they will see in their lists are: the item s title the item type (Courses online or classroom or for Exams exam, final test, practical exam) the dates the item was created and last modified the user who created the item. Copyright Medworxx 2010, All Rights Reserved. 21

20 Working with Items in the Table To change an item s status, click the appropriate Status icon. The icons toggle between the available states (published, unpublished, active, and inactive). To edit a Learning Item, click on its name. If an item has been started by a learner then you will not be able to delete it and some of its components may not be editable. For example, a courses objectives and testing components could not be modified and would therefore be grayed out. However the general information components will still be editable such as the title, description, code, thumbnail, costs, duration (for courses), CEU s, credits, course date fields, categories & catalogues and prerequisites. To delete an item, click the delete icon. Working with Components of Learning Items The structures of all learning items are similar. This structure is used to contain all the components of an individual learning item and is sometimes referred to as a container. The components within each learning item type (course, exam, survey) vary and are explained in detail in the appropriate chapter of this manual. However, there are some common components in all learning items such as the title, description, course code, thumbnail, keywords, date fields, categories & catalogues, etc. Also, certain conventions apply to all learning items, as described below. To add elements to existing items: Click the add icon prerequisite). beside the name of the element (for example, In the screen that appears, add the information. Click Save. You are returned to the previous screen, where the new element appears. To edit items or elements: Click on the name of the item or element in the list. Copyright Medworxx 2010, All Rights Reserved. 22

21 In the screen that appears, modify the information. Click Save. You are returned to the previous screen. If you changed the name of the item or element, the new name appears in the list. To delete items: Click on the delete icon beside the name of the item (if available - not grayed out). You are prompted to confirm, then returned to the previous screen, where the name is removed from the list of items. To rearrange items: Within a course, you can rearrange course objectives; within an exam, you can rearrange sections and questions. Click on the move icon beside the item you want to reorder (question, objective, etc) and drag it to the item you want to move it above. Hover over that items arrow button and release. You will notice if you hover over any other place you will get a circle with a line through it which means it will not accept the move unless you hover over the arrow button. The item you are moving will now be in that position and all the items underneath will move down one position. Item Search Learning Items -> Item Search To search for learning items to which you have access, click on Item Search, choose the type of item you want to search for (course, exam or survey), enter your search criteria (item type and keywords), and click Search. A list of items that match your search criteria appears. Searching looks at the learning item s title, description, code and keywords field and finds any exact matches. For example, the learning item called fire safety in the hospital would be found by a search for fire, safety, or hospital but not by one for hospital fire. Copyright Medworxx 2010, All Rights Reserved. 23

22 Copyright Medworxx 2010, All Rights Reserved. 24

23 Chapter 2: Setting up Medworxx LMS The Medworxx LMS can be set up to meet the specific learning delivery needs of the organization. This is accomplished by the creation of LMS Users, Groups, Categories and Catalogues. The order that these are created in is not consequential. Setting up Catalogues Catalogues appear in the Learning Studio Catalogue tab and assist with the organization of learning items. When a learner chooses a catalogue from the drop down list in the Catalogue tab, all learning items associated with it will be displayed. You must create catalogues separately from learning items and it is advisable to set up catalogues first. However, you can always return to a learning item and assign it to a catalogue later. You can edit and delete catalogues; however, if a catalogue already has Learning Items assigned to it you can only edit it (change its name, for instance); you cannot delete it. It is important to note that Catalogues have no role in security. Creating catalogues: 1. On the Learning Items menu, click Catalogues. Copyright Medworxx 2010, All Rights Reserved. 25

24 A list of existing catalogues appears. Click Add Catalogue. The Catalogue screen appears. 2. Enter the Catalogue Name as you want it to appear. 3. Click on the Active check box if you want it to be active. 4. Click Add. You are returned to the previous screen, where the new catalogue appears in the list. When you create a learning item, you can assign it to one or more of the catalogues. Setting up Categories LMS users will see categories and catalogues listed in the My Learning tab in the Learning Studio under the Category column. Categories are used for administrative purposes to filter or group results in the following reports: Item Activity Report Item Compliance Report (Detail & Summary) Copyright Medworxx 2010, All Rights Reserved. 26

25 Annual Learning Review Report (Details & Summary) For instance, in the Item Activity Report, if you chose a specific Category from the Select Item field, all the activity around the courses, exams and surveys associated with it would be displayed in the report. You must create categories separately from learning items and it is advisable to set up categories prior to building courses. However, you can always return to a learning item and assign it a category later. You can edit and delete categories; however, if a category already has learning items assigned to it you can only edit it (change its name, for instance); you cannot delete it. But you can deactivate categories to prohibit future use. It is important to note that Categories have no role in security. Creating categories: On the Learning Items menu, click Categories. Copyright Medworxx 2010, All Rights Reserved. 27

26 A list of existing categories appears. Click Add Category. The Category screen appears. Enter the Category Name as you want it to appear. Enter a keyword for the category, or this may be left blank. Most often the Keyword field will be left blank except when you want this category to be included in the Annual Learning Review (ALR) reports. In that case, enter ALRyyyy where yyyy is the desired year, ie. ALR2011. It is important to include the year so the ALR report includes the right categories based on the report dates selected. In the example above, ALR2011, the ALR reports will include all learning items assigned to this category if running for the 2011 year. Click on the Active check box if you want it to be active. Click Add. The previous screen appears, displaying the category created in the list. When you create a learning item, you can assign it to one or more of the categories. Copyright Medworxx 2010, All Rights Reserved. 28

27 Organizing Users in Groups Groups are typically used to classify people based on: Skills or job functions, using such groups as Position, Discipline or Role (describes what they do) The organizational location/s they are associated with using groups such as Department, Program, Service or Unit (describes where they work). A special role they may play in the LMS system, such as a group of learning content collaborators. Default Groups The Medworxx default groups/types populated in the system are: Department Program Discipline Role Service Unit Position Everyone Default system groups are enclosed in square brackets and cannot be edited. For example, in the screen below [Departments] is identified as one of the default system groups. Copyright Medworxx 2010, All Rights Reserved. 29

28 Even if the default group names do not align with your organization s nomenclature, these default groups can be repurposed to store data that may be different from what the group name implies. Setting up Groups Your system will be set up with default LMS groups; however you may add new groups and subgroups to accommodate your organizations classifications of users. Note: Subgroups added to parent groups must be of the same type as the parent group. (For example, you cannot add a Program subgroup to a Department group.) Groups can be added manually or created through your user import. When a user is imported and is associated with a group (home department, discipline, role, service, unit, etc.) the import routine will verify if that group exists and if not, create it for you. Copyright Medworxx 2010, All Rights Reserved. 30

29 See the LMS Groups section of the Medworxx LMS User Import Guide Appendix B, for more details about the creation of groups through the user import. Creating Groups Manually To view existing LMS Groups or to set up LMS Groups select the Groups button from the LMS opening page as shown below: A list of the pre-defined groups will be displayed. To add a new group, click Add and the following screen will appear. Copyright Medworxx 2010, All Rights Reserved. 31

30 Select a Parent (optional, if this group should have a parent in the hierarchy), enter a Name. If you choose a Parent your new group will be listed underneath it in the group hierarchy. Select the Type. The Type depicts what filter that group will be listed under when reporting on and assigning learning items. For example, if you chose the type Department, to have that group returned in a report you would pick Specific Department from the Selection field drop down, and then could choose that department from the presented list. Note: The default groups can be used to act as containers to hold subgroups of the same kind i.e. default group called Department will be the Parent of all the groups of the type Department. Copyright Medworxx 2010, All Rights Reserved. 32

31 Add an optional abbreviation/code if desired (for example, cost center number or department id, etc.) Click Save. The use of Abbrev/Code is optional. Proceed in this manner to set up all LMS Groups. Deleting Groups: Once you set up a group you can only delete it under the following conditions: 1. The group is not a parent of another group. You will get this message when you try and delete if it is. 2. A user has not been added to that group. You will get this message when you try and delete if it is. However if learning items, users or children (subgroups) have not yet been assigned to the group, it may be deleted. Copyright Medworxx 2010, All Rights Reserved. 33

32 Even if associated with a learning item, you can edit most of the information in a group such as Parent, Full Name, Type and Abbreviation Code. Note: it is not recommended that you change the default LMS groups. Using Groups Groups are set up within the LMS to organize users for Reporting Assigning learning items Giving them access to learning items within the Learning Studio Giving them access to learning items within the Authoring system. Once Groups are created, users can be associated with them by adding groups and positions to their profile. The groups can then be used in the following ways: 1. In the Assign Learning Items screen From the bulk assign screen, a learner with sufficient rights could choose a learning item, select the Positions radio button and click on the arrow beside the Department field. They would see a list of all the Groups of the type Department, could select a department and then assign the learning item to the members associated with that department. Copyright Medworxx 2010, All Rights Reserved. 34

33 2. As filters in Reports. An Educator or Manager could go to the reports tab of the learning studio and choose in the Select Groups/Positions box, employees that belong to specific, Department, Programs, Disciplines, Roles, Services, Units and Position/Group combinations. 3. To give Learners Rights to Learning Items. Under the security tab of a learning item, a user with appropriate rights could add a group, Medical in this example, and give the members of that group View and Take rights. These learners could Copyright Medworxx 2010, All Rights Reserved. 35

34 then access select and take that item from the Learning Studio Catalogue. 4. To give Educator or Managers rights to Learning Items. Learners within a group can be given Administrator rights to do things like edit, copy, export and assign learning items. Note, only users in the group that have sufficient rights established by their LMS Privilege role to perform these functions, will be able to do so. See Chapter 3: Privileges Defined for more details. Copyright Medworxx 2010, All Rights Reserved. 36

35 User groups and global rights In order to give users access to certain features, Administrators will assign users to a global role and to specific groups. Each global role (learner only, manager/learner, author/learner and educator/learner) includes a set of rights that provide the user with access to certain screens. LMS Administrators will then map global rights and individual rights in order to give a specific user access to various menus. Assigning global rights Administrators can assign global rights and group rights to a specific user by selecting the appropriate tab in the user s profile. To assign global rights to a user, follow these steps. 1. In the user s profile, select the Global Rights tab. 2. Select the user s Global Role in the User Permissions section. 3. Once you have assigned the global role, you can assign specific global rights to the user. 4. Click Save. The global role and rights have been assigned to that user. Note: A user can only have one global role in the system. Once a global role has been assigned to a user, the user will have access to add and/or remove individual rights associated with that specific role. Similarly to previous versions of the application, an Administrator can map the global rights to individual rights or use the default mapping included in the application. Assigning group rights Copyright Medworxx 2010, All Rights Reserved. 37

36 Administrators can assign users to a particular group and set the group rights for those users. Certain group rights will only be available based on the user s global role. The Everyone group allows administrators to give specific users rights to perform bulk actions on everyone in the organizations without the need for setting up reports to relationships. A user can have one of more of the following group rights: Belongs to Registrar Learning Assistant Reporter Assigner Edit Learning Plan To assign group rights to a user, follow these steps. 1. In the user s profile, select the Group Rights tab. 2. Select the appropriate groups for that user from the pop-up window. Each group selected will be listed on the screen, including the group name and type. For each group, check the box that corresponds to the user s rights. (Any group rights assigned for a particular group apply also to any subgroups.) Available rights are: Belongs to General membership to a group. Registrar When this checkbox is selected, the user can assign learning items and manage items requiring attention. Registrars have access rights to online courses and exams on the educator dashboard. Learning Assistant When this checkbox is selected, the user can act on behalf of the Learner. Reporter Provides the user the ability to run reports. Copyright Medworxx 2010, All Rights Reserved. 38

37 Assigner When this checkbox is selected, the user can assign learning items but cannot manage items requiring attention. Edit Learning Plan When this checkbox is selected, the user can make changes to an employee s learning plan. A user with global role of Learner or Author can only be assigned the Belongs to and Learning Assistant group rights. If a user has a global role of Manager or Educator, he/she can be assigned any group rights. If the user has a Home Department, it will appear in the group rights. Note: You must select at least one right per group. 3. Click Save. The user s group rights will be saved. Changing and removing group rights Administrators can modify and remove a user s group rights by following these steps. 1. Select the Group Rights tab in the user s profile. 2. To remove a specific group assigned to that user, click on the X on the left of the group name. 3. To modify (add or remove) rights for a particular group assigned to the user, click on the appropriate checkboxes to select/deselect them. 4. Click Save. The user s new group rights will be saved. Assigning positions Positions help organize users for the purpose of assigning courses and running reports. An Administrator can assign one or more positions to a user. To assign positions to a user, follow these steps. 1. Select the User Positions tab. Copyright Medworxx 2010, All Rights Reserved. 39

38 2. Select a position from the Position drop-down menu. 3. For each position, select an option from the following drop-down menus. Role Service Department Unit Group type 4. For each position, optionally select an Effective/Expiry Date. 5. Click Save and repeat these steps for any subsequent positions assigned. Setting the Reports to relationship This feature allows Administrators, Managers or Educators to assign a manager to every user in the system. A manager will be able to assign learning items and generate reports for those users in the system who report to the manager. To configure the Reports to relationship for a specific user, follow these steps. 1. Select the Reports To tab in the user s profile. 2. Select the Manager s/educator s department in the Department drop-down menu. 3. You can type in the Manager s name or select it from the list and then clicking on Add. 4. Once you have selected the Manager/Educator for this user, click Save. The selected Manager/Educator will now be able to assign learning items, report on them and perform other functions on that particular user. Assigning learning items Administrators, Managers, Educators and other users with the appropriate rights can assign learning items to a user. For more information on user group rights, see Assigning group rights in this Guide. In order to assign learning items to a user, the Manager/Educator must have users directly reporting to them (configured via the Report To Copyright Medworxx 2010, All Rights Reserved. 40

39 functionality in the user s profile) and or have been granted Registrar or Assigner rights for specific groups. To understand how to assign learning items to users, refer to Chapter 9: Making Learning Items Available to Learners Setting up Users Overview: You can set up Medworxx LMS users manually, or by importing from another source. See the section Setting up Users by Importing in this manual for more information about importing users To manager users, select the Users option from CMS Home page. You will be presented with the User Administration Screen which presents a list of all your users and allows you to search and filter the list based on specific criteria. Copyright Medworxx 2010, All Rights Reserved. 41

40 When doing a search, you can specify what you want to Search By. You can also filter your list by a Specific department or a user s Status, change the number of users listed per page, and specify the order of how you want the users listed. To edit an existing user, click on their username. To create Users manually: Click the Add User button to add a new user, or to access an existing user click on their name. To search for users, utilize the search parameters in the Search for Users box on the left side of the screen. Copyright Medworxx 2010, All Rights Reserved. 42

41 The top of the User Profile page displays the user s name, the user s last attempted logon and the user s last successful logon. The User Profile screen is divided into five tabs: User Information, Global Rights, Group Rights, User Positions and Reports To. User Information Within a user s profile, required fields are identified with a, and fields with a indicate that one of two adjacent fields with these symbols must be completed. The User Information tab includes the following fields: Copyright Medworxx 2010, All Rights Reserved. 43

42 Global Rights Administrators can use the Global Rights tab of a user s profile to set up administrator permissions for that user, define the user s global role, and set access to employee tracking/assignments, jobs/competencies, tools, groups, users and learning items, as seen on the screens below. Copyright Medworxx 2010, All Rights Reserved. 44

43 Copyright Medworxx 2010, All Rights Reserved. 45

44 Group Rights There are different rights you can give a user in a group. They may just be a member of the group or may need to have special administrative rights over the members of the group. Under the Group Right tab you can associate a user with as many groups as necessary. A user can belong to one or many positions or groups. Copyright Medworxx 2010, All Rights Reserved. 46

45 In the Group Rights tab you can click on the Add Groups link in the top left hand corner and choose a group. You would then activate the appropriate check boxes under the blue section of the table. If you activate the Belongs To right, the user becomes a member of that group and will be available through that group for Assigning and Reporting purposes. If a user is assigned one of these specific privileges for a group, they will be able to perform this function on its members. See Chapter 3: Privileges Defined for more information about this. Positions To configure the user s position, role, service, department, unit and an effective and expiration date for them, Administrators can use the User Positions tab. Positions can be used to assign or report on specific cross sections of users who hold specific positions or roles in specific Service, Department or Units. Copyright Medworxx 2010, All Rights Reserved. 47

46 Note, you cannot select positions from the security tab of a learning item so if you want to use groups to restrict who can access what learning items in the Learning Studio Catalogue, you will have to use belongs to assignments under the Group tab to do so. Report To A user s reporting relationship can be defined by the Administrator using the Reports To tab on the User Profile screen, where the Administrator can select the user s managers and educators and the user s home department. Users can be manually set up for the LMS Training Session; however before going to production, hospital/organization employees are typically added to the system through a User Import Process coordinated by a Medworxx Technical Consultant, as described in the Setting up Users by Importing section below. Note, usernames are the key to a user record so to avoid duplicate users, the usernames of the manually created user needs to match to the username of their record being imported. Copyright Medworxx 2010, All Rights Reserved. 48

47 Setting up Users by Importing There are three options available for populating your users into the Medworxx system: 1. Importing from your Active Directory (or E-Directory) 2. Importing from your HRIS (Human Resources) system 3. Importing from excel or.csv files Most of the information in users profiles can be populated through the import functionality. The amount of data you can populate is dependent upon the data available to you and what you can extract for importing. A Medworxx consult with your team to guide you through this process. Notifications are sent out every time you run the import. The person identified as the recipient will receive an notification that the job has been completed, which includes a link to an HTML report showing the results. Once the import has been properly configured, we recommend that you import users using a regularly scheduled job. The frequency of the scheduled import is determined by you based on the needs of your organization. Alternatively, you can upload the appropriate user import files manually by using the Import File Manager (see steps below). This can also be accomplished by using an ftp site established by Medworxx to deposit your user files. These would automatically be imported by an import routine. Consult with Medworxx to determine the best method and if applicable, schedule a regular user import. For more detailed information about the user import files, fields and process, please refer to the Medworxx LMS User Import Guide Appendix B Copyright Medworxx 2010, All Rights Reserved. 49

48 Import File Manager: On the Administrative User home page (click CMS home, in the top part of your interface, to display this), click Users, then click Import File Manager. A list of files imported in the past appears. Click Add New. Click Browse and browse to the location of the file you want to import. Click Upload. For more details about the user import, report to Medworxx LMS User Import Guide. Copyright Medworxx 2010, All Rights Reserved. 50

49 Page Portlets Portlets can be used to communicate information to learners on specific pages in the Learning Studio. They are managed through an html editor which allows easy control and configuration. To configure the page portlets, click on the Page Portlets button on the Home page (educator dashboard). You will be presented with a window similar to the one below. Each portlet is represented by a button and is listed under the name of the page in the Learning Studio where it will be displayed once published. Published portlets are identified by the colour yellow and unpublished ones are grey. Login Page There is one portlet available on the Login Page This is what this published portlet looks like. Copyright Medworxx 2010, All Rights Reserved. 51

50 Guest Home Page There are 6 portlets available on the Guest Home Page. The portlets are presented in a 2 column format, once stacked above the other. If you un-publish one, the rest will move upwards in the column. Portlet 1 Portlet 4 Portlet 5 Portlet 2 Portlet 7 Portlet 3 Copyright Medworxx 2010, All Rights Reserved. 52

51 Signed-In Home Page There are 6 available on the Signed-In Home page. All 6 are published in this example. The portlets are presented in a 2 column format, once stacked above the other. If you un-publish one, the rest will move upwards in the column. Portlet 7 Portlet 10 Portlet 8 Portlet 11 Portlet 9 Portlet 12 To edit a portlet, click on the button. You will be presented with the edit content screen. Copyright Medworxx 2010, All Rights Reserved. 53

52 Each portlet should be given a title, but you optional can show the title in the learning studio by activating/inactivating the Show Title checkbox. You can change the background or border colour by clicking on the select colour control beside the corresponding fields or entering exact values. Copyright Medworxx 2010, All Rights Reserved. 54

53 The Story field is where you enter your verbiage and images that you want to populate in the portlet. Once you are done click on the Save or the Save & publish button if you are ready to publish your portlet to the learning studio. To remove a portlet from a page, click on it s button in the Manage Page portlets screen and click on the unpublish button. Note this is the same tool for you can use to build online course content. For more information on how to use this tool, see Chapter 4: Working with Online Courses Adding HTML content to course objective. Copyright Medworxx 2010, All Rights Reserved. 55

54 Chapter 3: Privileges Defined LMS Privileges In a user s profile, it is the LMS Privileges field and system administrator radio button that establishes users rights in the LMS system. The user profile privileges are global for the system, to allow access to the admin function screens (or not). Under the user profile in the LMS Admin, the following privileges are defined: Learner Only, Author/Learner, Educator/Learner, and Manager/Learner. These privileges define what individual LMS users can do in the Learning Studio and Administration side of the LMS. For instance: - Learners only view and take learning items and report on their own learning history. - Authors can view, take, assign, report, AND edit/import courses. - Educators and Managers can view, take, assign and report on learners and learning items and only access courses they have a group association with. They can assign and report only with learners they have a reporting relationship with. Copyright Medworxx 2010, All Rights Reserved. 56

55 For example, a user can belong to a nursing authors group. The content authors can now assign that nursing authors group to certain learning items on the security tab of those learning items and set particular security rights such as edit, or assign. As long the users who belong to that group have been assigned an LMS Privilege that gives proper access to menus and appropriate functions, they will be able to edit or assign that learning item. When you add a user to the Security tab of a content item, only the security options they have the ability to perform based on their LMS privileges will be available. In this example, all Administration rights except Report On are grayed out for Daffy Duck, as the User Permissions in his User Definition screen is set to Learner only. Note the default rights defined for each LMS privilege, can be changed manually within a users profile by the system administrator. There is a configuration that can be set in the user import to specify whether the Administrative Rights section of the user profile is overwritten during user imports. This is an important consideration if a user s default rights are being changed manually. This should be discussed with your Medworxx technical resource to identify the best course of action to accommodate your specific requirements. Copyright Medworxx 2010, All Rights Reserved. 57

56 Summary of LMS Privileges for each Role Privilege Learner Only Author/Learner Educator/Learner Definition This privilege has no administrative rights of any kind within the LMS system. It has access to Learning Studio in order to view/take learning items and to view the reports available to learners. This privilege can create, edit, delete and publish learning item content in the LMS system. It has access to Learning Studio in order to view/take learning items and to view the reports available to learners. This privilege has all of the above privileges in addition to learning assignments, classroom facilitation/administration, reporting, managing users, groups, positions, etc. It has access to Learning Studio in order to view/take learning items and to view the reports available to educators and managers. Users with this privilege can also have other users report to them. Manager/Learner System Administrator This privilege has all of the same privileges as an Educator with the addition of managing Jobs & competencies and Page Portlets. This privilege grants full and complete access to the LMS system and overrides all security rights around learning items. Note 1: These rights and privileges are established from the LMS privilege role and define the high-level user rights. These rights are necessary to access menus and perform actions in the LMS. Note 2: Additional security restrictions/rights can be set on a learning item-bylearning item basis. The functions authorized within a learning item for a person/group are dependent on the fact that the user/group have the proper LMS security needed to perform/access the proper menus and areas of the system. Copyright Medworxx 2010, All Rights Reserved. 58

57 LMS Privilege Diagrams The following diagrams depict each Medlearn Privilege, starting with the basic rights of a Learner in the Medlearn Studio up to the role of Manager. Any Roles except a learner, by default receive some administrative rights. The diagrams depicting Author, Educator and Manager illustrate the Administrative rights that are granted for system menus, Learning Items and Reports and define the learners that they have the rights to perform these functions on. Copyright Medworxx 2010, All Rights Reserved. 59

58 Copyright Medworxx 2010, All Rights Reserved. 60

59 Copyright Medworxx 2010, All Rights Reserved. 61

60 Copyright Medworxx 2010, All Rights Reserved. 62

61 Copyright Medworxx 2010, All Rights Reserved. 63

62 User Rights Break Down This table identifies the default Administrative Rights granted by each LMS Privilege in Detail. Discuss any changes to the defaults with your Medworxx consultant or helpdesk. Default LMS Privileges and their Associated Administration Rights Comparison Chart User Rights/Function Learner Author Educator Manager Administrator Employee Assignments - Assign Competencies to Employees. n/a X X X This option gives the user permission to assign competencies to employees who report to them. Employee Assignments - Assign Jobs to Employees n/a X X X This option gives the user permission to assign jobs to employees who report to them. Employee Assignments - Assign Mandatory Learning to Employees n/a X X X This option gives the user permission to assign mandatory learning to employees who report to them. Employee Assignments - Assign Recommended Learning to Employees n/a X X X This option gives the user permission to assign recommended learning to employees who report to them. Employee Tracking - Edit/Delete Employee Learning Records n/a X X X This option gives the user permission to edit and delete their learners learning activity. Employee Tracking - Export Employee Learning Records n/a X X X Copyright Medworxx 2010, All Rights Reserved. 64

63 This option gives the user permission to export their learners learning activity. User Rights/Function Learner Author Educator Manager Administrator Groups - Add/Edit/Delete Groups (Depts., Programs, Disciplines, Areas) n/a X X X This option gives the user permission to manage the master list of Groups. Jobs & Competencies - Add/Edit/Delete Competencies n/a X X This option gives the user permission to manage the master list of Competencies. Jobs & Competencies - Add/Edit/Delete Competency Levels n/a X X This option gives the user permission to manage the master list of Competency Levels. Jobs & Competencies - Add/Edit/Delete Jobs n/a X X This option gives the user permission to manage the master list of Jobs. Learning Items - Add/Edit/Delete Categories & Catalogues n/a X X X This option gives the user permission to manage the master list of Categories and Catalogues. Learning Items - Add/Edit/Delete Classroom Courses n/a X X X X This option gives the user permission to develop classroom courses. Learning Items - Classroom Courses - Manage Security & Workflow n/a X X X X This option gives the user Copyright Medworxx 2010, All Rights Reserved. 65

64 permission to manage Security & Workflow for classroom courses. Function Learner Author Educator Manager Administrator Learning Items - Add/Edit/Delete Practical Exams n/a X X X X This option gives the user permission to develop practical exams. Learning Items - Practical Exams - Manage Security & Workflow n/a X X X X This option gives the user permission to manage Security & Workflow for practical exams. Learning Items - Add/Edit/Delete/Import/Export Online Courses n/a X X X X This option gives the user permission to develop, import and export online courses. Learning Items - Online Courses - Manage Security & Workflow n/a X X X X This option gives the user permission to manage Security & Workflow for online courses. Learning Items - Add/Edit/Delete/Import/Export Online Exams n/a X X X X This option gives the user permission to develop, import and export online exams. Learning Items - Online Exams - Manage Security & Workflow n/a X X X X This option gives the user permission to manage Security & Workflow for online exams. Learning Items - Add/Edit/Delete/Import/Export Online Surveys n/a X X X X This option gives the user permission to develop, import and Copyright Medworxx 2010, All Rights Reserved. 66

65 export online surveys. Function Learner Author Educator Manager Administrator Learning Items - Online Surveys - Manage Security & Workflow n/a X X X X This option gives the user permission to manage Security & Workflow for online surveys. Page Portlets - Edit Page Portlets n/a X X This option gives the user permission to edit portlet content. Tools - Bulk Unassign n/a X X X This option gives the user permission to bulk unassign previous learning assignments. Tools - Manage Business Rules n/a X X X This option gives the user permission to add, edit, delete and execute business rules. Tools - Manage Notifications n/a X X X This option gives the user permission to edit notification verbiage. Tools - SQL Query Analyzer n/a X X X This option gives the user access to the SQL Query Analyzer tool that allows them to execute SQL SELECT statements against the database. Users - Add Users n/a X X X This option gives the user permission to add new users. This does not include the ability to import user information. User Import permission is a separate permission (see below). Users - Delete Users n/a X X X This option gives the user permission to delete users. This does not include the ability to Copyright Medworxx 2010, All Rights Reserved. 67

66 import user information. User Import permission is a separate permission (see below). Function Learner Author Educator Manager Administrator Users - Edit Account Information n/a X X X This option gives the user permission to edit usernames and passwords and activate/re-activate accounts. Users - Edit Departments & Positions n/a X X X This option gives users permission to edit their department and position. Users - Edit Permissions and Rights n/a X X X This option gives the user permission to edit user s permissions/rights within the system. Users - Edit Profile & Contact Information This option gives the user permission to edit users profile and contact information such as first name, last name, formatted name, , phone, etc. Users - Edit ReportsTo Information n/a X X X n/a X X X This option gives the user permission to edit user s reports-to information, i.e. the list of educators/managers who they report to. Users - Import Users n/a X X X This option gives the user permission to import users by uploading new import files. Users - Send Blasts n/a X X X This option gives the user permission to send a welcome blasts to other users. Copyright Medworxx 2010, All Rights Reserved. 68

67 Special Positions/Privileges in the LMS Special Privileges can be given under the User Account Groups Rights tab such as: Belongs To Learning Assistant Assigner Registrar Reporter Edit Learning Plan Additionally, there is an LMS Master Educator system login account which gives the person logged in under this account full rights in the system to all menu s, users and reports. Consult with your Medworxx consultant for the login credentials. Belongs To If you activate the Belongs To right, the user becomes a member of that group and will be available through that group for Assigning learning items and reporting. The groups are also available to select in a learning items security to assign rights for access to the learning item in the Copyright Medworxx 2010, All Rights Reserved. 69

68 catalogue, or to assign members of the group administrative rights on the learning item. LMS Learning Assistant A user (any learner, author, educator or manager) who is defined with this right in a group has the right to act on behalf of any learners who reside in that group. This includes registering learners for courses that would be available to them in the catalogue and adding or removing recommended items from their My Learning list. To following diagram depicts the rights given for associated learners based on the established User Profile settings for this role. Copyright Medworxx 2010, All Rights Reserved. 70

69 To give a user the Learning Assistant role, go to the User Admin screen and find the user to edit them. To give the user this role in a Group, click on the Group Rights tab. Click on the Add Groups link in the left hand corner and select the appropriate group. Once the group is added to the list, click on the Learning Assistant check box to active it. When you are finished configuring the user, click on the Save button to save these changes. They now will be able to act as Learning Assistant for users who have the rights of Belongs To in the same Group or who are assigned this group as their home department. Once we have set up a learner as Learning Assistant in a group they can log into the Learning Studio and will see a Learner Registration link at the top of their My Learning tab. When they click on the Click here link the LMS Learning Assistant Screen will open. They will see all the learners that belong to the same or group they have been given this privilege in. Copyright Medworxx 2010, All Rights Reserved. 71

70 They can then click on a user s name and on the Edit Learning Items tab act on behalf of that learner for their Learning Items. In the Add Learning Items tab they will see all the learning items available to that user and can select items to assign to that learner, etc. Copyright Medworxx 2010, All Rights Reserved. 72

71 Assigner A user (who must be an educator or manager) who is given this privilege in a group has the right to assign content to any learners who belong to that group. The following diagram depicts the rights given users with Assigner authority. Copyright Medworxx 2010, All Rights Reserved. 73

72 To give a user the Assigner role, go to the User Admin screen and find the user to edit them. To give the user this role for a Group, click on the Group Rights tab. Click on the Add Groups link in the left hand corner and select the appropriate group. Once the group is added to the list, click on the Assigner check box to active it. If this option is grayed out and not selectable, check that the users Global Rights is set to Manager or Educator. If not, you will need to change their global rights to that of Educator or Manager to enable the appropriate Group Rights options. When you are finished configuring the user, click on the Save button to save these changes. Copyright Medworxx 2010, All Rights Reserved. 74

73 They now will be able to assign learning items under the Assign Learning Items screen. On Step 3 of this screen, they can leave the default to All or click on the Group radio button and select the group they have Assign rights on, that they want to assign to. LMS Registrar This is a special privilege, which assigns rights to a person in the Administration side of the system to perform management type functions on behalf of a specific group of people. As Registrar they can bulk assign learning item and manage the learners online courses and exams in the Educator dashboard. To following diagram depicts the rights given Registrars on associated learners based on the established User Profile settings for this role. Note: a Registrar must have been setup with an LMS Privilege of Educator or Manager to have access to the appropriate menus in the authoring system. Copyright Medworxx 2010, All Rights Reserved. 75

74 Copyright Medworxx 2010, All Rights Reserved. 76

75 Setting up a Registrar To give someone Registrar rights, add a group to a learners profile with the role of Registrar. Example: Click on the Add Group button in the Group Rights tab on the User Admin screen. Once the group is listed, click on the Registrar check box to activate it. If this option is grayed out and not selectable, check that the users Global Rights is set to Manager or Educator. If not, you will need to change their global rights to that of Educator or Manager to enable the appropriate Group Rights options. When you are finished configuring the user, click on the Save button to save these changes. When the Registrar logs in to the Admin system they will see a new section on their LMS Home page, called LMS Registrar Links that allows them to manage the items assigned to learners in the group(s) they are registrar for. When they click on one of the Click Here links they will be taken to a page where they can manage online courses or practical exams for the members of the Copyright Medworxx 2010, All Rights Reserved. 77

76 groups they are Registrar for. They can use the calendar to specify the due date of items they want to include in their list. They can then edit a learners status, mark them as missed or reassign, add their grades and make comments. Online Items Due Practical Exams Due Copyright Medworxx 2010, All Rights Reserved. 78

77 Registrars can also assign learning items to the same learners on the Step 3 screen of the Assign Learning Items menu. If you choose the Registrar radio button and click on Go, only the learners who belong to groups you are Registrar for will be returned. They can then select the learners they want to assign the learning item to and click on the Add>> button. They can then click on the Assign or Smart Assign button to complete the assignment. The Smart Assign option will not assign to learners who are exempt or who have already completed it, as below. Reports Registrars are not able to see the learners they are registrars for in any reports. They are only able to report on learners that report to them (directly or indirectly) through their Educators or Managers role. Copyright Medworxx 2010, All Rights Reserved. 79

78 Reporter This is a special privilege, which assigns rights to a person in the Learning Studio to run reports on members of a specific group or groups. To following diagram depicts the rights given Reporters on associated learners based on the established User Profile settings for this role. Note: a Reporters must have been setup with an LMS Privilege of Educator or Manager to have access to the appropriate reports in the learning studio. Copyright Medworxx 2010, All Rights Reserved. 80

79 Setting up a Registrar To give someone Registrar rights, add a group to a learners profile with the role of Reporter. Example: Click on the Add Group button in the Group Rights tab on the User Admin screen. Once the group is listed, click on the Reporter check box to activate it. If this option is grayed out and not selectable, check that the users Global Rights is set to Manager or Educator. If not, you will need to change their global rights to that of Educator or Manager to enable the appropriate Group Rights options. Copyright Medworxx 2010, All Rights Reserved. 81

80 When you are finished configuring the user, click on the Save button to save these changes. When the Reporter logs in to the Learning Studio on the Reports tab they will be able to run all Educator/Manager reports for learning items they have Report On rights, for learners who have a home department of, or a belongs to right in the group or groups they are Reporter for. Edit Learning Plan This is a special privilege, which assigns rights to a person to view and edit the Learning Plan of a specified group of learners. To following diagram depicts the rights given on associated learners based on the established User Profile settings for this role. Note: to give someone Edit Learning Plan rights, they must have been setup with an LMS Privilege of Educator or Manager to have access to the appropriate reports in the learning studio. Copyright Medworxx 2010, All Rights Reserved. 82

81 Setting up to Edit Learning Plan To give someone Edit Learning Plan rights, add a group to a learners profile with the role of Edit Learning Plan. Example: Click on the Add Group button in the Group Rights tab on the User Admin screen. Once the group is listed, click on the Edit Learning Plan check box to activate it. If this option is grayed out and not selectable, check that the users Global Rights is set to Manager or Educator. If not, you will need to change their global rights to that of Educator or Manager to enable the appropriate Group Rights options. Copyright Medworxx 2010, All Rights Reserved. 83

82 When you are finished configuring the user, click on the Save button to save these changes. When that person logs in to the Authoring side of the system, they will be able to view learners in the Employee search who belong to the group or groups they have Edit Learning Plan rights on, by clicking on the By Group Right radio button and Search Employee button. Note, the Both option will bring back users that report to them, plus users who they have Edit Learning Plan rights on through one or more groups. By clicking on a username, they can then see and makes changes to all mandatory or recommended learning items assigned to that learner. They will not be able to assign any additional learning items unless they have assign rights in a group or through their Medworxx Global Role. Copyright Medworxx 2010, All Rights Reserved. 84

83 Copyright Medworxx 2010, All Rights Reserved. 85

84 Master Educator Account This is a special user account setup in the system out of the box. This account allows an organization to report on and make learning assignments to the whole organization (or subsets thereof). This special user account has the entire LMS user population reporting to it. This is typically used for organizational type assignments or reporting purposes. There can only be one master educator account but the sign in credentials can be shared between administrators. There is a Medworxx utility that automatically runs after each user import that creates the relationship between all users and the LMS Master Educator account. The username of this account is typically called lmsmastered. Contact Medworxx to confirm the username and the password for this account, or search for master in the User Administration screen to find the username and to edit the account to change the password. Copyright Medworxx 2010, All Rights Reserved. 86

85 Chapter 4: Working with Online Courses About Online Courses Online courses consist of individual units, called course objectives, plus one or more of the following optional elements: A pretest (sometimes called a challenge test ), the results of which determine the contents of the course presented to a learner (for example, to determine their level of knowledge about fire safety). A quiz, which can help learners determine how prepared they are for the final test. A final test (an exam attached to a course), the results of which are recorded and determine the learner s final grade on the course. Course content is made up of a series of objectives: you can think of them as the lessons or units that make up the course. Learners move through a course from objective to objective. Course content can be either a file you upload or HTML content you author in Medworxx LMS. File content exists in a file that you upload into Medworxx LMS. The file might be a PDF file, a Microsoft Office file, a photograph or video clip. As long as the learner has the appropriate plug-in for playing the file through their Web browser, any format can be used. If the source file (for example, the original PDF or PowerPoint) changes, it must be uploaded again. Note: All procedures in this chapter assume that the Learner has been given rights to the Learning Items menu. From the Medworxx LMS Home page, click Learning Items. Copyright Medworxx 2010, All Rights Reserved. 87

86 Online Courses from the Learner s Perspective Below is a screen shot of a course built using the Medworxx LMS course authoring tool. Course objectives Course content when user clicks, sees either formatted HTML content or uploaded file (e.g. PDF) Systemgenerated content Objectives also display in the screen that appears when a learner clicks on a course name for more information. Copyright Medworxx 2010, All Rights Reserved. 88

87 Creating Online Courses and Course Objectives Overview: Creating an online course involves the following steps: Create the course container (see below). Optionally, assign the course to a category and/or a catalogue. Optionally, assign prerequisites for the course (create prerequisite courses, if any, first, so they can be referenced by the courses that rely on them). Optionally, add a pretest or quiz, or link to an exam Develop the course objectives and add content. Assign the course a security group. Assign workflow approvers if applicable. Save and preview the completed course and, when finalized, make it available to learners (for details, see Chapter 6, Making Medworxx LMS Items Available to Learners ). Creating the course container: From the Learning Items menu, click Courses. The list of existing courses for which you have view rights will appear. To create an online course container, click Add Online Course. Copyright Medworxx 2010, All Rights Reserved. 89

88 When the Course Container launches you will see three tabs; General, Security and Workflow. The General tab is where the course itself is built and is sometimes referred to as the Course Container. Copyright Medworxx 2010, All Rights Reserved. 90

89 Copyright Medworxx 2010, All Rights Reserved. 91

90 Within the General Tab, enter information in the fields outlined in the table below: Field name What To Do How it Appears to Learner Course Title (mandatory) Enter the title as you wish it to appear to the learner. Appears in the Course Name field of the Learning Studio, in the window that appears when a learner clicks on a course name for more information, and on the title bar of the online course. Course Code Description Thumbnail Enter an identifying code of your choice. Enter the course description as you wish it to appear to the learner. Upload an image reflecting the learning item. Appears in the Code field of the Learning Studio, as well as in the online course. Appears on the first page of the online course and in the window that appears when a learner clicks on a course name for more information. Appears next to the course description in the Catalogue and Learning Item Landing page. External Cost Internal Cost Course Duration Enter cost for use of external resources (instructors, materials, etc.) for this course. Enter cost for use of internal resources (instructors, materials, etc.) for this course. Enter the estimated duration of the course, in minutes, as you wish it to appear to the learner. Not shown. Not shown. Appears with the first page of the online course and in the window that appears when a learner clicks on a course name for more information. CEUS Continuing Educational Units Appears with the course in the Catalogue and the Learning Item Landing page. Copyright Medworxx 2010, All Rights Reserved. 92

91 Contact Hours Enter the number of Contact Hours if applicable Appears in with the course in the Catalogue and the Learning Item Landing page. CME Credits Enter the number of Continuing Medical Education Credits if applicable Not shown CME Type Enter the CME type if applicable Not shown Keywords Type in any additional keywords Not shown, but used to help locate a learning item when Learners do a search in the Learning Studio. Copyright Medworxx 2010, All Rights Reserved. 93

92 Review Reminder s When the Next Review Date is set, the creator (owner) of the learning item will get reminder s sent to them. By default, the reminder s will come at 90 days, 60 days, 30 days, 10 days, and 7 days prior to the next review date. An reminder will also be sent on the day. Automatic Publishing/Unpublishing of Learning Items Effective & Expiry dates may be selected for learning items. When using these dates, you can automatically publish or unpublish (and/or inactivate) items in the system which allows you to control when the item appears in the Catalogue tab of the Learning Studio. Under the item definition page, you can set an effective date that is in the future, as long as that date is less than the expiry date. The nightly process looks at any effective dates that are set to today or in the past and publishes these items. The nightly job will not publish items until they have reached their effective dates. Publishing a learning item manually: You want to publish the learning item immediately to the catalogue, just leave the effective date blank. If you do not want the learning item to unpublish/inactivate automatically, just leave the expiry date blank. Copyright Medworxx 2010, All Rights Reserved. 94

93 Assigning the course to a Category and/or Catalogue: Catalogues appear in the Learning Studio and help learners find courses based on some kind of classification. Alternatively, Categories are used to group related learning items together in reports based on their Category. To add a new category or catalogue, see the Setting up Categories or Setting up Catalogues sections of this manual. To associate learning items to Catalogues/Categories, in the Learning items container, click on the + sign in the Categories field. You will be presented with a list of Categories and Catalogues. The Catalogues have the word (Catalogue) in brackets beside the name and the rest are Categories. Click on the check box to select your Catalogue(s) and/or Categories and click on the Assign button. To remove a catalogue/category once assigned, click on the beside it in the list. You will be prompted to confirm the removal. Copyright Medworxx 2010, All Rights Reserved. 95

94 Assigning prerequisites for the course: When a prerequisite is selected the learner will need to successfully complete the prerequisite(s) learning item prior to taking the course. In the Prerequisites area of the Online Course screen, click the add button. In the screen that appears, choose from the existing items, and then click Assign. The chosen prerequisites will now be listed. Copyright Medworxx 2010, All Rights Reserved. 96

95 Adding a pretest or quizzes, or link to an exam: In the Tests area of the Online Course screen, do one of the following: To add a pretest (used to determine which content the learner needs to see, based on their current knowledge) click the pretest button. To add a quiz (used as an informal measurement of a learner s knowledge) click the quiz button. To link to an exam (used to formally assess a learner s knowledge) click the exam icon. Exams cannot be created here. In the screen that appears, choose the exam you want to appear as the final test for the course. If it has not been created yet you will need to create it and then come back and link it to your course. For instructions on how to create pretests and quizzes, see Chapter 5, Working with Exams, Tests, and Surveys. Copyright Medworxx 2010, All Rights Reserved. 97

96 Developing the course objectives and content items: In the Course Objectives area of the Online Course screen, click the add icon to add course objectives. In the screen that appears, add the title, a description and expected duration for the objective and click the Add button. You have created an objective container within which you will add a course content item. Each new course objective appears numbered in the Course Objectives area of the Online Course screen. Four buttons appear next to each objective as shown below. Copyright Medworxx 2010, All Rights Reserved. 98

97 The The The The button is to re-arrange the order of the objectives. button is to add a file content item to the objective. button is to add HTML content to the objective. button is to remove the objective from the course. Changing the order of your objectives The arrow button can be used to change the order of your objectives. To do this, click on the button of the one you want to move and drag it on top of arrow button you want it moved above. Adding external files as content items to course objective: Click the file appears. button. The File Content screen Enter the Content Title, and then browse for the desired file. When you are finished, click Add. The file is uploaded to the Medworxx LMS and the title of the content item appears under the course objective in the Online Course screen. Copyright Medworxx 2010, All Rights Reserved. 99

98 If you need to update the file you will need to open the file outside of the LMS system, make your changes and upload the new version by clicking on the file title to the left of the [FILE] brackets and browsing out to find it. Adding zip files as content items to course objective: Click the file appears. button. The File Content screen Enter the Content Title, and then browse for the desired file. When you select your zip file a new field will appear prompting you to enter the start file name. To see the list of files to determine the start file, double click on the zip file in Internet Explorer and the files should be extracted in your zip program. Copyright Medworxx 2010, All Rights Reserved. 100

99 The start file is typically named something similar to When you are finished, click Add. The file is uploaded to the Medworxx LMS and the title of the content item appears under the course objective in the Online Course screen. If you need to update the file you will need to open the file outside of the LMS system, make your changes and upload the new version by clicking on the file title to the left of the [FILE] brackets and browsing out to find it. Copyright Medworxx 2010, All Rights Reserved. 101

100 Note, if your zip file was created in a 3rd party tool and has multiple components (files, tests, etc), use the Import feature of this system to import the zip file instead, to ensure the components of the course play properly and the data stored when users take the course is tracked correctly. Adding HTML content to course objective: Click the HTML appears. button. The HTML (Rich Text Editor) Content screen Enter the Title, and then, in the HTML editing screen, enter content appropriate for this objective of the online course, using the familiar desktop publishing or word processing icons. For help with HTML items such as hyperlinks, tables, etc., see the table below. When you are finished, click Add. The title of the content item appears under the course objective in the Online Course screen. To edit your html content, click on the Title to the left of the [HTML] brackets. Note: you can add multiple files or html sections under each objective. Copyright Medworxx 2010, All Rights Reserved. 102

101 HTML Editor Toolbar Functions Toolbar Element Function View or edit the document source code (for advanced users). See Source Editor. Removes all content, creating a new blank page. Saves the page you were editing. Preview what the HTML page will look like for users. Select a layout template. See Templates Cut the highlighted text to the clipboard. See Cut, Copy and Paste. Copy the highlighted text to the clipboard. See Cut, Copy and Paste. Paste the data copied to the clipboard (with or without formatting). See Cut, Copy and Paste. Paste content copied from Microsoft Word or similar applications. See Cut, Copy and Paste. Print the current document. See Printing. Spell check the text in the document. See Spell Checking. Undo or redo the most recent action taken. See Undo and Redo. Find a word or phrase within the document. See Find and Replace. Copyright Medworxx 2010, All Rights Reserved. 103

102 Find and replace a word or phrase within the document. See Find and Replace. Select the entire text in the document. Remove the formatting from the highlighted text. Applies bold, italic, underscore or strikethrough formatting to the highlighted text. See Text Formatting. Superscript or subscript the highlighted text. See Superscript and subscript in Text Formatting. Creates numbered or bulleted lists. See Creating Lists. Increase or decrease the text indentation. Format a block of text to identify quotations (text provenient from other sources). Sets the text alignment (left, centered, right or justified). See Text layout and format in Text Formatting. Converts or removes the text in hyperlinks. It may also be used to manage file uploads and links to files on the web server. See Links, s and Anchors. Inserts or modifies a link anchor. See Links, s and Anchors Inserts images into the document. See Inserting Images below. Inserts a Adobe Flash element into the page. Creates a table with the defined number of columns and rows. See Tables. Inserts a divider line (horizontal rule). Copyright Medworxx 2010, All Rights Reserved. 104

103 Inserts an emoticons image (smiley faces, icon, light bulb, etc.). Inserts symbols & special characters (accented characters, trademark, currency symbol, etc.). Inserts a printing page break. Only impacts printed version. Styles & formatting determine the appearance and semantic value of your document. You may use the drop down boxes to apply styles, set the font, its size, etc. To remove the applied style select the style name again. See Text Formatting. Changes the color of the text. See Size and color in Text Formatting. Changes the background color of the text. See Size and color in Text Formatting. Maximizes the editor size inside the browser. Shows where the block elements boundaries in the text. Shows information about the FCKeditor. Form Functions Toolbar Element Function Creates a new form block into the page. Inserts a checkbox to the page. Inserts a radio button to the page. Inserts a text field into the page. Inserts a multi-line text area into the page. Copyright Medworxx 2010, All Rights Reserved. 105

104 Inserts a selection field into the page. Inserts a form button into the page. Inserts an image into the page, which behaves much like form button used to submit forms. Do not use it to insert plain images into the document. Inserts a hidden field into the page. Retrieved from " Inserting an Image Inserting Images in FCKeditor is very simple. Just press the button on the toolbar. A popup window called "Image Properties" will appear. Copyright Medworxx 2010, All Rights Reserved. 106

105 The first tab refers to the "Image Info" URL: defines the URL address of the image. You may also use the "Browse Sever" in order to browse the files. Alternative Text: puts the descriptions of the image if you want it to be different than the image name. Width: specifies image width. Height: specifies image height. You may lock the image proportions by pressing original image size by pressing. or you can return to the Border: specifies the size of the border you want to place around the image. HSpace: defines the size of the horizontal gap. VSpace: defines the size of the vertical gap. Align: specifies the alignment of the image. You can choose from: Left, Abs Bottom, Abs Middle, Baseline, Bottom, Middle, Right, Text Top or Top. To choose an image or upload a new one, click on the Browse server button. You will be presented with a list of already uploaded images. Choose one or to upload a new image, click on the Browse button at the bottom. Copyright Medworxx 2010, All Rights Reserved. 107

106 Browse to find your file on your local machine or on a share drive. Click on it and then click on Open. Copyright Medworxx 2010, All Rights Reserved. 108

107 Your image will be added to the list. To choose your image from the list click on it to select it. The Image Properties window will open showing a preview of the image and its properties. Note you can adjust the size of the image by changing its width or height settings. Adjust the properties or leave them at the default settings and click OK. You image will be embedded into the Editor window where your cursor is located. Deleting an Objective The button allows you to delete an objective in a course that hasn t been started or taken by a learner yet. Once this happens, you will not be able to delete it as the button will be grayed out. Security Tab Copyright Medworxx 2010, All Rights Reserved. 109

108 The Security tab permits the user to identify who can perform actions on each individual learning items such as courses, exams and surveys, and who can have access to the course data on reports. For any learning items, the security tab looks similar to this. Notice there is a Learner and an Administration section. Learning Security Under the Learner columns, you are defining which learners can view the learning item in the Catalogue of the Learning Studio, whether they can take it and if they need approval. You can also add people and groups and give them learner rights by clicking on the People Groups links. When you click on these links a new window will open and you can search for and select one or many from the list. Copyright Medworxx 2010, All Rights Reserved. 110

109 Once chosen, assign them rights by activating the appropriate radio buttons. If you select the Requires Approval option for anyone, you will need to define the Approver(s) on the Workflow tab. See the Workflow section below for more details or Chapter 8 Administration Security Under the Administration columns, you are defining which learning item (content) authors can View, Assign, Report On, Edit, Publish, Copy, Export and Manage the Security of your learning item. Note: as the Owner of the learning item you will be given default rights on your item. When creating a learning item, the owner can usually adjust their default rights before saving and exiting. To ensure you can edit these rights after saving and exiting, ensure you have Manage Security rights. Additionally, you can give other People and Groups Security by choosing them as defined above, and assigning appropriate security rights. Note, when you add a person the rights you can assign them is based on their Copyright Medworxx 2010, All Rights Reserved. 111

110 global LMS role they ve been assigned (Learner, Author, Educator, Manager). This will denote which radio buttons will be available for activation. See Chapter 7 Learning Item Security for more details. Copyright Medworxx 2010, All Rights Reserved. 112

111 Workflow Tab If you have specified that your content item requires approval you will need to identify who the approver/s will be in the workflow tab. This tab provides you with the ability to specific and/or multiple approvers for a learning item. The options for approver(s) are My Manager and Specific Person(s)/Groups(s). The No Approvers Required or Remove Existing Approvers option is the default but can also be used to remove any selected approvers. Chapter 8: Learning Item Workflow, gives further details about the Workflow tab. Once a learner requests approval to take a course, any one of the assigned approvers (My managers, Persons or groups) can approve that request and once approved, the other approvers will no longer see it in their To-do list. Approval of a Learning Item When an approval is required before a learner can take a Learning Item a Request Approval button will be presented in the course details. Copyright Medworxx 2010, All Rights Reserved. 113

112 Once the learner clicks on this button, they could possibly set their own target and due dates, see if there are any prerequisites and add comments to the request. They would then click the Request Approval to take this course button. The items status will change to reflect that it is awaiting approval Copyright Medworxx 2010, All Rights Reserved. 114

113 The approval request will appear in the Educator Dashboard under My current approval requests. Simply select the Click Here link to see the details of the request and the users comments and to approve, reject, exempt the learner and add comments. Copyright Medworxx 2010, All Rights Reserved. 115

114 Cost Center Manager Option Cost Center Management is a configurable option available as an advanced LMS module; however this feature is only of value for customers offering fee based learning options. Saving and previewing the completed course When creating learning items, it is advisable to preview and thoroughly test learning items prior to making them available to learners. To do this, click the Save and Preview button located both at the top and bottom of the learning item created. Editing an online course To edit an online course select the course from the list of courses displayed on the LMS home page. This will open the course container and all components of the online course may be edited. If the course is published and taken in the LMS by one or more learners the course content cannot be edited. However a copy of the course can be created in the LMS and this new copied course may be renamed, edited and published just as all LMS online courses. Copying an online course: Select the Copy Online Course button on the LMS home page. In the screen that appears, select the course from the list of Active courses in the LMS. Select a new title for the course and then click Create Copy. Copyright Medworxx 2010, All Rights Reserved. 116

115 Adding Video to an online course General Information There are two ways of adding a video as an objective in an online course: 1. Using the File Upload Button - From the course container, click on the button and browse out to find your file and upload it. This method can be used most of the time except for very large video files which will sometimes cause the system to timeout. If a file will not load, you will can use option 2 below or use a conversion tool to output the file with it s associated html and video files. You would then compress these files into a zip file and then upload it into the objective using the F button. When you go to upload the zip file it will prompt to specify what the starting file is. This will be the name of the html file created during export from 3 rd party tool. Note: if you had an embedded quiz in your course using a 3 rd party tool, you should use the instructions given in the Medworxx LMS Scorm supplement to export and import into the Learning Management System. 2. Embedding video in the HTML editor - Medworxx can create an ftp account and provide you with access to upload your video file. This option is best for uploading very large video files, although because of bandwith limitations and download time issues, consideration should be given to reduce video duration/file size as much as possible. This can be done by breaking a video into manageable chunks or using conversation software as discussed in Step 1. Copyright Medworxx 2010, All Rights Reserved. 117

116 Once the file is uploaded into the ftp directory, you will need to create an Objective in the course and select the button and to add the appropriate code (for your file format) as specified in Appendix D Adding Video. To add the code, click on the button in the top left hand corner of the editor and type or copy and paste it in. Note: to turn this view off click the source button again When you are finished adding the code, click on the Save button and then save your course. Copyright Medworxx 2010, All Rights Reserved. 118

117 Chapter 5: Working with Classroom Courses About Classroom Courses A classroom course can be set up for individual or re-occurring classroom sessions. Just like online courses, classroom courses can be assigned course codes, descriptions, thumbnails, categories, pre-requisites and security. See Chapter 3, Working with Online Courses to assign the aforementioned items. Classroom courses also include information about the course such as where and when it is held. Unlike online courses, classroom courses have no pretests, quizzes, exams, or course objectives. Note: All procedures in this chapter assume that the Learning Items menu is displayed. From the Medworxx LMS Home page, click Learning Items. Creating Classroom Courses Overview: Creating a classroom course involves the following steps: Creating the course container (see below). Optionally, assigning the course to a category and/or catalogue. Optionally, assigning prerequisites for the course (create prerequisite learning items, if any, first, so they can be referenced by the courses that rely on them). Building the Classroom session(s) and assign the Instructor/s. Copyright Medworxx 2010, All Rights Reserved. 119

118 Assigning the course security to make it available to learners and administrators (for details, see Chapter 9, Making Medworxx LMS Items Available to Learners ). Optionally, assigning the Approvers for the course in the Workflow tab. Creating the course container: From the Learning Items menu, click Courses. A list of existing courses appears. To create an online course container, click Add Classroom Course. Once selected the classroom course container will appear (next page). Copyright Medworxx 2010, All Rights Reserved. 120

119 Copyright Medworxx 2010, All Rights Reserved. 121

120 Copyright Medworxx 2010, All Rights Reserved. 122

121 In the Classroom Course Container enter information in the fields outlined in the table below. Field name What To Do How Appears to Learner Course Title (mandatory) Enter the title as you wish it to appear to the learner. Appears in the Course Name field in the Learning Studio. Course Code Enter an identifying code of your choice. Appears in the Code field of the Learning Studio. Description Thumbnail Enter the course description as you wish it to appear to the learner. Upload an image reflecting the learning item. Appears in the Catalogue and the landing page that appears when a learner clicks on a course name for more information. Appears next to the course description in the Catalogue and Learning Item Landing page. External Cost Internal Cost Course Duration Enter cost for use of external resources (instructors, materials, etc.) for this course. Enter cost for use of internal resources (instructors, materials, etc.) for this course. Enter the estimated duration of the course in minutes as you wish it to appear to the learner. Not shown. Not shown. Appears on the first page of the online course and in the window that appears when a learner clicks on a course name for more information. CEUS Continuing Educational Units Appears with the course in the Catalogue and the Learning Item Landing page. Contact Hours Contact Hours Appears with the course in the Catalogue and the Learning Item Landing page. Copyright Medworxx 2010, All Rights Reserved. 123

122 CME Credits Enter the number of Credits if applicable Not Shown CME Type Enter the CME type if applicable Not Shown Keywords Type in any additional keywords Not Shown but used to help locate a learning item when Learners do a search in the Learning Studio. Review Reminder s When the Next Review Date is set, the creator (owner) of the learning item will get reminder s sent to them. By default, the reminder s will come at 90 days, 60 days, 30 days, 10 days, and 7 days prior to the next review date. An reminder will also be sent on the day. Once the Next Review date is overdue, the owner will get the following . Copyright Medworxx 2010, All Rights Reserved. 124

123 Automatic Publishing/Unpublishing of Learning Items Effective & Expiry dates may be selected for learning items. When using these dates, you can automatically publish or unpublish (and/or inactivate) items in the system which allows you to control when the item appears in the Catalogue tab of the Learning Studio. Under the item definition page, you can set an effective date that is in the future, as long as that date is less than the expiry date. The nightly process looks at any effective dates that are set to today or in the past and publishes these items. The nightly job will not publish items until they have reached their effective dates. Publishing a learning item manually: You can not publish any learning time manually that have an effective date in the future, therefore, today s date must fall within the effective and the expiry date range. To summarize, the effective date lets you set a date in the future for when a learning item will be published automatically, if you want to publish it manually, the effective date cannot be greater than today. Assigning the course to a Category and/or Catalogue: Catalogues appear in the Learning Studio and help learners find courses based on some kind of classification. Categories are used to group related learning items together in reports based on their Category. To add a new category or catalogue, see the Setting up Categories or Setting up Catalogues sections of this manual. To associate learning items to Catalogues/Categories, in the Learning items container, click on the + sign in the Categories field. Copyright Medworxx 2010, All Rights Reserved. 125

124 You will be presented with a list of Categories and Catalogues. The Catalogues have the word (Catalogue) in brackets beside the name and the rest are Categories. Click on the check box to select your Catalogue(s) and/or Categories and click on the Assign button. To remove a catalogue/category once assigned, click on the beside it in the list. You will be prompted to confirm the removal. Prerequisites The Prerequisites section allows you to choose learning item (or multiple) that a learner needs to complete prior to the classroom course. Click on the + sign beside Prerequisites to list of courses, exams or surveys to select from. Copyright Medworxx 2010, All Rights Reserved. 126

125 Click in the check boxes to make your selection and click on Assign. The boxes within the Prerequisites section will now be available. Copyright Medworxx 2010, All Rights Reserved. 127

126 If you Activate Prerequisite Auto-Removal, the learner will automatically be removed from the classroom course if the prerequisites are not met, on the days specified in the Number of days before class time to remove learner box. You can have the system send reminder notifications by activating the Send Prerequisite Reminder Notification, starting a specified number of days before class time and subsequently for a specified frequency. Copyright Medworxx 2010, All Rights Reserved. 128

127 Classes To setup the date(s) of the classroom course, select the + sign beside the word Classes in the Classes section. The following screen will appear: Complete the General information about the course for start and end time and the Location. Choose the Instructor(s) by clicking on the + sign beside Primary or Secondary. There may only be one primary instructor but as many Secondary Instructors as you like. Secondary instructors have the same Copyright Medworxx 2010, All Rights Reserved. 129

128 rights as the Primary Instructor. Primary and Secondary Instructors appear on applicable classroom sessions and applicable reports. The available instructors that appear on the drop down list include all users set up in the Medworxx LMS. Note, once assigned, the specified instructors and the people they report to will see the classroom course on their LMS home page. Copyright Medworxx 2010, All Rights Reserved. 130

129 Continue completing the form by inserting a description of the course (include any instructions for the attendees) and the capacity of the class session/s. Note, once the capacity of a session is reached, it will be marked Full. If the session is a One-Time Class, select this radio button and add the session date. If there is more than one session, select the Recurrence tab and select the reoccurrence pattern (repeat every day, repeat every week, repeat every month on, or repeat on the first/second/third/forth/last day of the week). Note you must select a date range to set the recurrence pattern start and end dates. Once all fields are completed select Add. Complete the Security and Workflow Tabs as described in Chapter 3 Working with Online Courses. Classroom Courses have an additional option on the workflow tab where you can add Instructor Assistants to a course. They can be specific persons or groups. Instructor Assistants may be set up for Classroom courses to assist with management of them. Instructor Assistant can t assign classes, but can manage existing registrants through the class attendance sheet, mark registrants as passed, failed, missed, exempt and add comments. Copyright Medworxx 2010, All Rights Reserved. 131

130 Add any people or groups of users by clicking on the + sign beside the Persons or Groups options. Once you have completed creating your classroom course, click on save to save your course. You are then returned to the previous screen, where the new course name appears in the list. To make the course available to learners, see Chapter 9, Making Medworxx LMS Items Available to Learners. Note, if Instructor Assistants were assigned, they will have this class available under their Items requiring your attention section on their LMS home under Manage my classes. This allows them to mark attendees as passed/failed (with a grade), missed, exempt and removed. Note accessing this screen is dependent on whether the user has access to the Educators Dashboard through their Global Rights of author/educator/manager (note the default rights given to each of these roles may vary for each implementation, based on the clients requirements). When they click on the link they will see all of their classroom courses they have rights to, and be able to manage them by clicking on the Manage link. Copyright Medworxx 2010, All Rights Reserved. 132

131 Note, Instructor assistant do not have access to the 3 class specific reports in the learning studio through this role. Editing a Classroom Course Classes can be edited to change dates, times, locations, instructors, capacity and status, even once students have registered. To modify a class, click the button beside its name. Changes are reflected in the Learning Studio. When a user who has permission to edit a particular classroom course they will have an option to send out an when they make a change to a session. Deleting a Classroom Session You cannot delete a Classroom session once a learner has registered for it, as the delete option will be ghosted. You can though, change the status of the session to cancel it. To cancel a session, click on the edit button beside the session title. Copyright Medworxx 2010, All Rights Reserved. 133

132 Activate the Send to registrants notifying them of any changes option, if you want an sent. In the status field, click on the drop down arrow and choose Cancelled. You will see this message which explains what the cancel option does. Click on OK and Save. The status of the session changes to Cancelled. Once you click on Save in the course container and the option was activated, notifications will be sent to all registrants. Copyright Medworxx 2010, All Rights Reserved. 134

133 In the registrants My Learning the session will become part of their history and the action will become (Removed) Cancelled sessions will display in the Class Status report beside registrants names, with a status of removed. Copyright Medworxx 2010, All Rights Reserved. 135

134 Classroom Course Example Copyright Medworxx 2010, All Rights Reserved. 136

135 Chapter 6: Working with Exams, Tests, and Surveys About Exams, Tests, and Surveys About Exam Types: Online Exams, Final Tests, and Practical Tests Exams fall into two types: online exams and practical tests. Online exams may exist independently of courses or be associated with a course. When exams are associated with a course they appear as a part of the course and are called a final test. Practical tests are not administered online (although they are created in the same manner as an online exam) and are independent of courses. Learners taking a practical test are supervised by their manager or educator, who evaluates the learner s practical skills as completed, passed, or failed, with comments. Generally, practical tests are used by management to test knowledge and skills that can only be measured in a hands-on, practical setting. About Test Types: Pretests and Quizzes Tests fall into two types: pretests and quizzes. Both are created from within an online course. Pretests are associated with the content of the course (that is, with a particular objective of the course), so that if the learner answers the associated question correctly on a pretest, content they already know is clearly marked in the online course. For example, in a course on fire safety, a learner who correctly answered all the questions concerning the fire alarm system could skip that section of the course. The content related to the fire alarm system will still appear, but will be marked with a checkmark to indicate content that has already been reviewed. Copyright Medworxx 2010, All Rights Reserved. 137

136 Quizzes are used to prepare the learner for a final test and quiz results are not recorded. About Surveys A survey is similar in structure to an online exam, except the purpose of a survey is to solicit information, so answers are not marked as correct or incorrect; however, answers can be weighted, for reporting purposes. Surveys are not connected with learning items, but could be assigned with a course or exam to gather feedback, or evaluate the learning item (Ex. Course evaluation). Structure of Exams, Tests, and Surveys Exams, tests, and surveys all have a similar structure. They are all made up of sections. Each section has at least one question. Each question has at least one answer group, which contains individual answers. Answer groups come in a variety of types, which define the structure of how the answer options are presented, i.e. Radio button, Check box, Text field, etc. This determines how the learner must answer the question. Exam, Test, or Survey container Section Question Answer Group Answer Copyright Medworxx 2010, All Rights Reserved. 138

137 Consider this example as the learner will see it: Section Questions Answer Groups Answers: options offered depend on ype t of answer group Providing Additional Feedback for Learners For each answer group, you can provide learners with any or all of the following feedback: the rationale for the answer group; an explanation of why this answer is being sought. correct answer follow up; feedback the learner receives when the correct answer is selected. incorrect answer follow up; feedback the learner receives when the incorrect answer is selected. Feedback for correct answers is useful if you want to suggest the learner expand their knowledge using certain techniques and strategies, and/or sources they could refer to for more detailed knowledge. Feedback for incorrect answers is useful to suggest remedial help and/or sources they could refer to for further information. Copyright Medworxx 2010, All Rights Reserved. 139

138 You can also specify follow up to be displayed when the learner chooses or enters a particular answer, whether that answer is right or wrong. For example, if a learner chooses a nearly-correct response, you might want to give them follow up to reinforce their learning. Here is an example as it appears to the learner Note: Exams allow for Correct and Incorrect follow-up options. Since surveys are, by definition, asking questions to which there are no right or wrong answers, they offer only a single follow-up option. About Questions and Answers Working with Templates The questions that make up an exam, quiz, or survey can be saved as templates for re-use. If you choose to save a question as a template, it will be available for you, or others, to choose from when creating future tests, exams, or survey questions. Understanding Answer Groups When you compose a question, you first need to decide the type of answer you are looking for (multiple choice, short answer, etc.). The type of answer is called an answer group. Different answer groups require different input from you to compose the answers, and will make different demands on the learner. Each type of answer group is explained below. Copyright Medworxx 2010, All Rights Reserved. 140

139 Answer Group Checkbox Requires the learner to... Choose at least one, and possibly more, items from a list of possible correct answers. Example Radio Choose one answer from a radio button list of choices you define. Select Choose one answer from a drop-down list of possibilities you define. Text Enter a short answer in a field for which you specify the width and the label. Evaluating the answer requires text matching see What is a Correct Answer? Copyright Medworxx 2010, All Rights Reserved. 141

140 Text Area Enter a multiple-line answer in a field for which you specify the width and height, as well as the label. Evaluating the answer requires text matching see What is a Correct Answer? What is a Correct Answer? When learners choose an answer, the Medworxx LMS must determine whether or not it is correct, and must store it in the database as such. Different answer group types use different ways to determine the correct answer. For checkbox, radio, and select answer group types, you specify which of the possible responses is correct. For text and text area answer group types, Medworxx LMS uses a text matching process to determine what text entry is deemed to be correct. For example, say the desired answer to a text or text area question is: Administer CPR immediately. As long as the learner enters that exact answer, the answer would be marked as correct. But you should also consider the following possible situations: the learner enters just the word CPR is that acceptable, or does the learner have to enter several matching words? the learner uses a lowercase a is that acceptable? (in some types of questions and answers, capitalization may be important) the learner enters you should administer CPR immediately do the extra words make the entry invalid? the learner enters immediately administer CPR does the order matter? Copyright Medworxx 2010, All Rights Reserved. 142

141 If the answer is numeric, you can choose whether or not to require that the number matches, or to accept any number between a given range. Thinking about Exam Scores For the overall exam, you determine if the mark is tracked as a percentage or a score by making your choice in the Passing Mark drop down field. If using percentages, the system will automatically assign a value for each question based on the number of questions based on 100%. When using scores note that each answer option may be assigned a point value that upon calculation reflects the exams passing mark. Scores allow you to have more control over the weight assigned to each question. Creating Exams, Tests, and Surveys Overview: Creating an exam, test, or survey involves the following steps: o Creating the container (see below). o Optionally, assigning the item to a category. o Optionally, assigning prerequisites (create prerequisite courses, if any, first, so they can be referenced by the courses that rely on them). o Optionally, assigning the exam or survey a security group. o Building the exam. o Saving and previewing the completed exam, test or survey and, when appropriate, making surveys and stand-alone exams available to learners (for details, see Chapter 9, Making Medworxx LMS Items Available to Learners ). Copyright Medworxx 2010, All Rights Reserved. 143

142 Note: Exams become Final Tests when associated with courses, and are available to learners through their associated course. Working with the Exam, Test, or Survey Container Depending on what kind of item you are creating, do one of the following: From the Learning Items menu, click Exams. A list of existing exams appears. To create a new exam, click Add Exam. To create an exam based on an existing exam, click Copy Exam, and choose an exam to copy, and enter a name for the new exam and modify as desired. From the Online Course screen (see Chapter 3, Working with Online Courses ), in the Tests area, click the pretest or quiz icon. From the Learning Items menu, click Surveys. A list of existing surveys appears. To create a new survey, click Add Survey. To create a survey based on an existing survey, click Copy Survey, choose a survey and enter a name for the new survey and modify as desired. The screen that appears depends on the type of item you are creating. Enter information in the following fields: Field name What to Do How Appears to Learner Title (mandatory) Enter the title as you wish it to appear to the learner. Appears in Exam or Survey field in the Learning Studio. Code Enter an identifying code of your choice. Appears in Code field in the Learning Studio. Type Select Exam or Practical Test Appears as the type in the Learning Studio. Description Enter the description as you wish it to appear to the learner. Appears in the Catalogue and the landing page that appears when a learner clicks on a survey name Copyright Medworxx 2010, All Rights Reserved. 144

143 for more information. Thumbnail Upload an image reflecting the learning item. Appears next to the item description in the Catalogue and Learning Item Landing page. Responses Confidential? Check if you want to make the learner s responses to the survey/exam confidential. Version introduces a security tab that allows you to set granular rights and makes this feature redundant. Doesn t appear. CEUS Continuing Educational Units Appears with the course in the Catalogue and the Learning Item Landing page. Contact Hours Contact Hours Appears with the course in the Catalogue and the Learning Item Landing page. CME Credits Enter the number of Credits if applicable Not Shown CME Type Enter the CME type if applicable Not Shown Keywords Type in any additional keywords Not Shown but used to help locate a learning item when Learners do a search in the Learning Studio. For Exams, complete these additional fields: Field name What to Do How Appears to Learner Copyright Medworxx 2010, All Rights Reserved. 145

144 Passing Mark Max Attempts Provide Answers? Enter the minimum mark needed to pass the exam, in percentage or total score. Enter the number of times a learner can re-take this course without manager approval. Check if you want learners to have the option to view the right answer and how well they did in their response. Appears in the title bar during online learning. Does not appear, but if used the learner will be automatically reassigned the item for the maximum number of attempts when unsuccessful. Doesn t appear explicitly, but displays correct answer to learner when answers are submitted. If not checked, learner sees only whether or not their response was correct. For Surveys, complete these additional fields: Field name What to Do How Appears to Learner Track Points? Check if you want to track the learner s score. Give each question a point value that is accumulated and used as a score for the survey. Doesn t appear. Assigning Exams and Surveys to a Category and/or Catalogue: Catalogues appear in the Learning Studio and help learners find courses based on some kind of classification. Categories are used to group related learning items together in reports based on their Category. To add a new category or catalogue, see the Setting up Categories or Setting up Catalogues sections of this manual. To associate learning items to Catalogues/Categories, in the Learning items container, click on the + sign in the Categories field. You will be presented with a list of Categories and Catalogues. The Catalogues have the word (Catalogue) in brackets beside the name and Copyright Medworxx 2010, All Rights Reserved. 146

145 the rest are Categories. Click on the check box to select your Catalogue(s) and/or Categories and click on the Assign button. To remove a catalogue/category once assigned, click on the beside it in the list. You will be prompted to confirm the removal. Assigning Exam or Survey Prerequisites: Learners need to complete the prerequisites (typically courses) before they can access the exam or survey. In the Prerequisites area of the Exam or Survey screen, click the add icon. In the screen that appears, choose from the existing items, and then click Assign. Copyright Medworxx 2010, All Rights Reserved. 147

146 Adding Sections and Questions: In the appropriate screen, in the Sections and Questions area, click the add icon to add a section. In the screen that appears, add the title and description for the section. This is the container within which you will add the questions. Click Add. The new section appears, numbered, in the Sections and Questions area of the original screen. Copyright Medworxx 2010, All Rights Reserved. 148

147 You can now add questions to the section. Beside the section name, there are two identical add icons, but if you hover the mouse over them, the tool tips show that one is for creating a question, and one is for adding a question saved in a template. Add question icon Add question from template icon To add a new question, click the first add icon. The question screen appears. Note that this screen contains different fields below the description, depending on what kind of exam, text, or survey you are creating. Copyright Medworxx 2010, All Rights Reserved. 149

148 Enter information in the following fields and click Add. Field name Question What to Do Enter the question as you wish it to appear to the learner. For example, What are the signs and symptoms of a stroke? NOTE: For pretests, if you choose a content item from the Associated Content list (below), enter a question that will test learners mastery of that item. Learners who get the question correct on the pretest are not shown that content item when they take the course. Description Save as template? Associated Content Category Enter supplementary information for the question, for example, a formatted table of information, or an image. This box acts as in a way similar to a desktop publishing or word processing system. You can also enter HTML in this box. Specify whether to save this question for future re-use. Optional field for pretests only. Choose an existing content item this question is associated with. The list includes every content item in the course. Optional field for surveys only. Choose a category for the question. These are optional categories that need to be configured in consultation with Medworxx. For example, they could be used to identify behavioral attributes associated with certain survey results, such as attentive. For reporting purposes. NOTE: This field appears only for surveys. Copyright Medworxx 2010, All Rights Reserved. 150

149 Here are some example questions, using the description box: To add a question from a template, click the second Add icon. In the Question from Template screen that appears, choose a question from the dropdown list. Click Add. The question that you added appears numbered, within the section in the Sections and Questions area of the original screen. If the question was from a template, and it had answers included, they appear just below the question. You can edit both the question and answers, or add more answer groups and answers. (These changes will not affect the template.) If you created your own question (not from a template), you now need to create answer groups and answers. Continue to add sections and questions. You can rearrange both by dragging and dropping the change content order icon above or below an item. When you are finished, click Save. You are returned to the previous screen, where the new sections and questions appear. Copyright Medworxx 2010, All Rights Reserved. 151

150 Adding Answer Groups and Answers: Navigate to the appropriate screen and click the add icon beside a question. The Answer Group screen appears. Enter information in the following fields: Title: You may leave this blank or use this field to enter instructions for choosing an answer. Instructions will vary according to the answer group type, such as Select all that apply (for a check box type) Select the correct answer below (for a radio button type) or Type in the name. (for a text box type) Type: Choose the answer group type from the drop down options. Answer options include: Checkbox Select (list) Radio Text Text Area The type defines the format for how the learner will input their answer(s). For information on the different answer group types, see Understanding Answer Groups Note: If you choose the type text or text area, the screen options to allow you to choose whether or not to use text matching. If you use a text or text area answer group and do not use text matching, anything the learner types in the field will be considered correct. This is useful, for example, to simply solicit feedback rather than test a learner s knowledge. Copyright Medworxx 2010, All Rights Reserved. 152

151 Answer Feedback During creation of questions and answers authors may choose to provide learners with feedback related to the question providing rationale, correct answer follow-up and/or incorrect answer follow-up. To add Answer Feedback, click Edit in the appropriate area to enter a rationale and/or correct/incorrect feedback. Click Save. You are returned to the previous screen, where the new answer group appears, numbered, under the question in the Sections and Questions area of the Exam screen. You can now add answers to the answer group. To add answers to checkbox, radio, and select answer groups: Click the add icon beside the answer group and the answer screen appears: Enter information in the following fields: Answer Label: Enter an answer to the question. It may be correct or incorrect. For example, if the question is What is the first room to evacuate? one answer label would be Room adjacent to fire origin. Correct? Specify whether this answer is correct or incorrect. Click Edit to enter information that you want displayed to the learner in response to them choosing this answer, whether right or wrong. Click Add. The answer is added to the answer group. Continue to add answers to the answer group. Adding answers to text and text area answer groups: When you add an answer to a text or text area answer group, the answer screen includes a text matching area. Text matching is a process whereby you indicate how closely the learner s answer must match your desired answer. Copyright Medworxx 2010, All Rights Reserved. 153

152 Click the Add icon beside an answer group. The Answer screen appears: Enter information in the following fields: Answer Label: The Answer Label is used as the label that will appear beside the textbox or text area. You can enter a desired label or leave it blank, which would hide the label and show only the textbox or text area. For example, to the question: At what rate should you run the IV? the answer label could be: Enter rate here. This would render the label Enter rate here with the textbox or text area beside that label. In the Text Matching Options area, specify the parameters for a correct answer. Field Match If User Enters Match at least... words What to Do Enter words that the learner could answer that will be considered a match. Separate alternatives with a (pipe) character. For example: medical imaging imaging xray indicates that medical imaging, imaging or xray are acceptable matches. Enter the number of word matches needed for the learner s answer to be considered a match. Copyright Medworxx 2010, All Rights Reserved. 154

153 Ignore Capitalization Ignore Extra Words Ignore Word Order Use Numeric Matching Value must be between... Check to have the learner s answer considered a match even if it is capitalized differently than the matched words. Check to have the learner s answer considered a match even if it has more words than the matched words. Check to have the learner s answer considered a match even if it is in a different word order than the matched words. Check if the expected answer is numeric. You will then need to enter the range of acceptable values. Click Add. You are returned to the previous screen, where the new answer appears in the list. Complete the Security and Workflow Tabs as described in Chapter 3 Working with Online Courses. When you are finished, click Save. Importing and Exporting Learning Items Learning items may be imported and exported from other Medworxx Learning Management System or 3 rd party tools as a way of sharing content. You can import or export online courses, exams or surveys, which are created in XML format and bundled in a zip file. Importing a learning item: In the Medworxx LMS home page, click Import Items. The Import Items screen appears. Copyright Medworxx 2010, All Rights Reserved. 155

154 Click Browse and navigate to the learning item you want to import. Click Open. The learning item is added to the field in the Import Items screen. Select Import format. Choices include Medworxx LMS or SCORM For items built within the Medworxx LMS select Medworxx LMS. For SCORM 2004 courses select SCORM For more information on importing SCORM courses see Appendix A: Medworxx LMS SCORM Supp Select the Item Type. Choices include Course, Exam or Survey. Click Import Now and the learning item will be imported. Exporting a learning item: In the Medworxx LMS home page, click Export Items. The Export Items screen appears. Select the learning item you want to export, and then click Export Now and the learning item will be exported. When prompted, click Save. Navigate to where you want to save the learning item, and then click Save. Tip: Importing and Exporting items takes seconds to minutes, DO NOT interrupt this process. Copyright Medworxx 2010, All Rights Reserved. 156

155 Chapter 7: Learning Item Security Learning Item Security When authoring a learning item, you may setup security for that item. Learning item security identifies what users and/or groups can and cannot do with the learning item. There are two sections under the security tab that define rights, one for the Learner and the other for Administration users. The Administration section identifies how other managers/ educators/authors may work with the learning item. The Learner section identifies what learners can do with the item. The system comes preconfigured with the Everyone (every user in the LMS system) and Guest groups added with options to allow them to View, Take and if this Requires Approval. All settings are available to the Everyone group and course authors can give users access to a particular learning item as long as these users have the appropriate global rights. If the Assign and Report On settings are selected for the Everyone group for a particular learning item, any users with Educator or Manager global rights will have access that learning item. The owner (creator) is automatically added to the security tab and given specific rights. The default settings for these options can be configured for the client based on their requirements. Copyright Medworxx 2010, All Rights Reserved. 157

156 Security options for the Learner Within the LMS Learning Studio site: View learning item can be viewed and searched upon by learners in the Learning Studio. Take Learner can register for and/or take a learning item Requires Approval Medworxx Learning Items may be identified as requiring approval to take. Approvers are set up within the Workflow page. Note, this option does not work for SCORM imported learning items. Security options for Administration Within the LMS Administrative site: Authoring View Users may view and search for the learning item within the learning item (Courses, Exams and Surveys) lists. Assign The learning item may be individually or bulk-assigned. Report On When this is selected, the person or group identified will have access to this item on the drop down list of learning items to select from when running a report. Edit The learning item may be edited. Publish The learning item can be published. Copy The learning item may be copied. Export The learning item may be exported into a.zip file Manage Security When selected, this provides the identified person or group the ability to manage the granular security for this learning item on this tab as well as add approvers on the Workflow tab. Setting the Security Security settings can be activated/deactivated by clicking in the check boxes associated with function and the Name of the person or group you want to change. You can give additional people or group rights by clicking on the links at the top of the Security screen. Copyright Medworxx 2010, All Rights Reserved. 158

157 To add People click on the People link and the Person Selection window will open with all users listed in alphabetical order, based on their first name. You can search for a person by typing in their first or last name, or click on the first letter of their first or last name in the alphabet filter. Once you find a person you want, click on the name and click on the Add> button to add them to the Selected Person window. Once you have selected all the appropriate people, click on the Ok button. To add a Group, click on the Group link and the Group Selection window will open with all Groups and associated subgroups listed in alphabetical order. Copyright Medworxx 2010, All Rights Reserved. 159

158 You can search for a group by typing in the name, or click on the first letter of the group name in the alphabet filter. Once you find the group you want, click on the name and click on the Add> button to add them to the Selected Group(s) window. Once you have selected all the appropriate Groups, click on the Ok button. Copyright Medworxx 2010, All Rights Reserved. 160

159 Chapter 8: Learning Item Workflow Learning Item Workflow If the Requires Approval option is activated on the Security Tab for a person or group, you will need to define who will be responsible for giving the Approval(s) on the Workflow tab. Approvers may include people and/or groups. The options on the Workflow tab are: No Approvers Required or Remove Existing Approvers this is selected by default if the Requires Approval option is not chosen on the Security tab. You can also choose this if you want to remove the Existing Approvers My Managers if this is selected, if a learner requires approval their Manager (who they report to) will have the approval in their Educator Dashboard. Specific Persons(s)/Group(s) with this option you can specify specific individuals or groups as the approvers. To select Persons or Groups, activate the Specific Person(s)/Group(s) radio button then click on the sign beside Persons or Groups to open the selection window. For example, if you want to choose a Person, click on the + sign beside Persons and the Person selection window will open. It will display all users who are in the system even if they do not have their LMS Privilege set to Educator or Manager. Copyright Medworxx 2010, All Rights Reserved. 161

160 Once a learner requests approval to take a course, any one of the approvers can approve that request and the other approvers will no longer see it in their My current approval request list on their Educator Dashboard To-do list. Copyright Medworxx 2010, All Rights Reserved. 162

161 Chapter 9: Making Learning Items Available to Learners Options for Making Items Available in the Learning Studio Learning Studio The Learning Studio is where learners go to take courses, exam or surveys or to run reports. There are 2 types of users who access the Learning Studio, Guests and Users who are signed in. Guest Access Guests are considered learners who do not have a login account and typically have limited access to learning items. The learning history for Guests is tracked and can be reported on, but the information is stored under an anonymous ID. When Guests come into the Learning Studio, they see the Home and Catalogue tabs. The Home tab can be used to display a Welcome message or login instructions or specific information about the e-learning initiatives of your organization. Copyright Medworxx 2010, All Rights Reserved. 163

162 Learning items can be made available to guests on the Catalogue tab where they can select the items they are interested in. For learning items to be made available to Guests, two things need to occur: 1. The View and Take checkboxes for Guest must be activated on the Security tab of the learning item. See in Chapter 3, the Security Tab section for more details. Copyright Medworxx 2010, All Rights Reserved. 164

163 2. The learning item must be published before it will display on the Catalogue tab. See Chapter 9, Publishing Learning Items section for more details. Signed in Learners To track a learner's activities under their username, they will need to login to the learning studio. Every learner who has a login accounts is considered a Learner (minimally) and has access to the Learning Studio. Once a learner is logged in, they will see 4 tabs Home, My Learning, Catalogue & Reports 1. Home presents their upcoming learning items in 3 different views; Stared items, Items Due in next 30 days list and a calendar view by month. Copyright Medworxx 2010, All Rights Reserved. 165

164 2. My Learning the default view displays all their current learning items. If the Show History check box is active, they will also see all their learning history. There are 2 ways for learning items to be added to a users My Learning page. i. The learner selects an item from the Catalogue ii. The learner is assigned a learning item by someone who has rights. 3. Catalogue For learning items to be made available in the catalogue for signed in learners, two things need to occur: A. The View and Take checkboxes must be activated on the Security tab for at least one of the following: iii. The Everyone group, of which every learner belongs automatically iv. Individual learner names whom you added through the People link v. Groups of learners which you added through the Group link B. The learning item must be published before it displays on the Catalogue tab. See below or Chapter 8, Publishing Learning Items section for more details. 4. Reports Users who have Learner rights only, will have access to 2 reports and will only be able to see their own data in these reports. For more information about the Learning Studio, refer to the Medworxx LMS Learners Guide. Copyright Medworxx 2010, All Rights Reserved. 166

165 Publishing Learning Items To publish a learning item: Click the publish icon beside the name of the item. The icon changes to indicate the item is published. Note: Learning items do not have to be associated with a Catalogue to appear on the Catalogue tab of the Learning Studio. Although, doing so will allow the learner to filter the item list based on the Catalogue they select from the Catalogue field. Assigning Learning Items to specific Learners When learning items are assigned to learners, they will appear in the learners My Learning tab in the Learning Studio. To assign a learning item to specific learner: Select the Employees button that appears on the LMS home page. Enhanced Employee Search To select a specific employee click on the Employee Search button and enter their name or part of their name, then select search. You can also filter employees by First Name or Last Name, User ID, Last Name only, Reference ID, Address or Phone Number. Copyright Medworxx 2010, All Rights Reserved. 167

166 You can select the amount of search records to display per page in the Show me field: 10, 20, 30, 50, 75, or 100. The In department field allows Administrators to filter users by department. You can use the filter fields, or just click on Search Employees button to get a list of everyone who reports to you. If you have been assigned Edit Learning Plan rights for specific groups, additionally you will see this option which allows you to filter your list based on your relationship to them. The By Reports To option will bring everyone back who reports to you. The By Group Rights option will bring everyone back who you have Edit their Learning plan rights over for a group or groups. The Both option will bring back learners for both scenarios. Once you have a list of all applicable employees per your search criteria, you can select a learner from the list by clicking on their username. The employee s learning plan will appear. Copyright Medworxx 2010, All Rights Reserved. 168

167 Copyright Medworxx 2010, All Rights Reserved. 169

168 About the Employee Learning Plan The Employee Learning Plan screen is used to view a learner s current assignments, and to change or add or delete those assignments. An employee s learning plan shows: learning items assigned to this learner directly, divided into mandatory and recommended jobs assigned to this employee, with their associated competencies (and each competency s paths and learning items) competencies assigned to this employee, with their associated paths and learning items Information is also shown that identifies the learner s progress on these various items. From this screen, you can: Assign a job, a competency, a mandatory item, or a recommended item to the learner; Edit the assignment of an item (but not the item itself) by clicking the edit button. Delete an item from the employees learning plan by clicking the delete button. This will remove the item from the learners My Learning tab in the learning studio, but reports will still include the item. Assigning Learning Items to Individual Employees: Learning items may be assigned as either recommended or mandatory. Mandatory items are indicated as such in the Learning Studio, and cannot be deleted by learners. To assign a mandatory or recommended learning item to an employee: Decide whether the learning item you plan to assign should be mandatory or recommended. In the Employee Search >Employee Learning Plan screen, click Assign Mandatory Item or click Assign Recommended Item. Whether you choose mandatory or recommended, the Copyright Medworxx 2010, All Rights Reserved. 170

169 screen that appears offers the same functionality and choice of learning items. From the Learning Item list, choose the item to be assigned. Choose the Target Date, the date this item should be targeted for completion Choose the Due Date, the latest possible date for completion for this learning item. If the item is not completed by the due date, the learner s manager is notified and must choose whether to cancel or extend the opportunity. Choose the Earliest Start Date, the date before which the learning item cannot be started. This allows learners to anticipate an upcoming activity without actually starting it. This is particularly useful for recurring items, such as annual knowledge reviews the date chosen here is used as the basis for calculating the recurrence date. Optionally, choose the Recurrence to specify how often the learning item should be reassigned to the specified learners. The earliest start date for the recurring item is calculated based on the earliest start date of the original item. For example, if you assign an item with an earliest start date of February 14, 2010, and an annual recurrence, the next item will have an earliest start date of February 14, Note: the reoccurrence feature re-assigns the specific item. Often learning items are updated on an annual basis and because the content of a course previously taken cannot be edited, typically that course would need to be copied and this would be modified and assigned. Because of this the Copyright Medworxx 2010, All Rights Reserved. 171

170 reoccurrence feature may not be the best way to manage this requirement. To notify the affected learners of their new assignment, enable Notify by . Click Save. Bulk Assigning Learning Items: To assign a learning item to more than one learner, users with the proper authority can use the Assign Learning Item(s) functionality. In the Employees menu, click Assign Learning Item(s). The Bulk Assign Learning Item screen appears. Select Learning Item(s) [Step 1/3] You can search for a particular learning item or search by item type and click on Go, or just choose the item(s) to be assigned from the Learning Items list and then click Add. Copyright Medworxx 2010, All Rights Reserved. 172

171 Note, you must have Assign rights on a learning items security tab before it will be presented here. Once you select a learning item and click on Add>> they will appear on the Selected Learning Items list on the right. To remove an item that has been selected, click Remove to bring it back to the list of available items on the left. Click on Continue to Step 2. Set Attributes for Selected Learning Items (s) [Step 2/3] The attribute selection screen appears where you can assign whether an item is Recommended or Mandatory, set the Target, Due Date and Earliest Start Date and define whether you want to Notify the Learners of the assignment. If you have selected more than one learning item, you can apply the same attributes to all of the items by defining them in the top part of the screen Set Attributes for Selected Learning Item(s) section. Otherwise, you can configure the attributes for each learning item individually. Choose whether the item is Recommended or Mandatory, its Target Date, Due Date and Earliest Start Date. To notify the affected learners of their new assignment, enable Notify by . Once you have finished selecting the attributes, click on Continue to Step 3. Copyright Medworxx 2010, All Rights Reserved. 173

172 Select Employee(s) [Step 3/3] - The employee selection screen will appear. You can type the employee information (first and last name and username) to search for an employee from the list of all employees. You can also define how many users you want displayed in each page through the Results per page filter. A user may hold a special position of Assigner or Registrar for a group or groups which is setup in the users profile, under Group Rights. If they hold a special position of Registrar or Assigner, they will see an additional filter above the Results per Page field, that allows them to filter the employee list based on their relationship with those employees. Copyright Medworxx 2010, All Rights Reserved. 174

173 If they choose Employee filter Reports To the learners that are returned will be ones that report to that person. Note, when you choose Reports To, the Filter By options that will be available are, All, Position or Group. This allows them to define if they want to see all learners who report to them or only ones that hold a certain position or are members of a group. If they choose Employee filter Assigner the learners that are returned will be ones that belong to a group or groups they have been given the role of Assigner for. Note, when you choose Assigner, the Filter By Option of Position becomes ghosted, as you cannot be given Assigner rights for a Position. They can choose the All option or the Group option. If they choose Group, they can select a specific group they are Assigner for. If they choose Employee filter Registrar the learners that are returned will be ones that belong to a group or groups they have been given the role of Registrar for. They can choose the All option or the Group option. If they choose Group, they can select a specific group they are Registrar for. If they choose Employee Filter All they will are indicating they want to return all learners regardless of their relationship type. All the Filter By options will be available. Then can then select All, or filter their list based on a specific Position or Group membership. Position Filter When the Position filter is selected, users have additional search criteria to choose from to filter the list of Employees returned. Copyright Medworxx 2010, All Rights Reserved. 175

174 For an employee to be returned, they must have a position setup in their profile that matches the criteria defined in the above fields. You can leave these fields set with the default [All] or make a selection as defined below. Position Field This field can be left at the default of (All) or you can select a value for each field as appropriate by clicking on the right arrow and then on Proceed. The value (Belongs To) in this field will select all employees who hold any position within the specified role, service, department or unit combination. Copyright Medworxx 2010, All Rights Reserved. 176

175 Choose a Role, Service, Department or Unit as appropriate. Refer to Chapter 3: Privileges Defined for more information about these fields. Once the appropriate employees are listed, to assign the learning item to all employees, enable the Select all employees checkbox. To assign the learning item to the employees that appear in the current page, enable the Select all employees in current page checkbox. To select all employees on all the pages, enable the Select All Employees checkbox. To select specific employees only, select the checkbox next to the appropriate employee name and click Add to move the name to the list of Selected Employees on the right of your screen. Copyright Medworxx 2010, All Rights Reserved. 177

176 Copyright Medworxx 2010, All Rights Reserved. 178

177 Assign or Smart Assign Once you have finished selecting the employees to whom you wish to assign the learning item(s), click Assign or Smart Assign The Assign button will assign the learning item to all employees selected. The Smart Assign button will not assign the learning item to those who are exempt or have already successfully completed it. For those who already have it assigned but not completed or exempt, the dates and recurrence will be updated to match the newly selected dates and recurrence. Copyright Medworxx 2010, All Rights Reserved. 179

178 Assigning Jobs and Competencies: For more information about setting up jobs and competencies, see Chapter 10, Setting up Competencies and Jobs. To assign a job or competency to a learner: In the learner s Learning Plan screen, click Assign Job or Assign Competency. In the screen that appears, choose either the job or competency to be assigned. Assigning a job automatically assigns the job s associated competencies. Enter the Target and Due dates for completing the competency. You are returned to the previous screen and the assigned Job or Competency and associated paths and learning items will appear on the Employee Learning Plan screen as shown below. Manually Overriding Assignment Date, Status, and Score Under exceptional circumstances, you may want to intervene in a specific learning item assigned to a learner. For example, you may want to give them an exemption from completing a specific learning item. All learning items that were assigned to a learner can be controlled in this way, whether they are individual learning items or learning items within a competency. These changes apply only to the item as assigned to the specific individual. To override an assignment: Click the edit icon appears. beside the name of a learning item. A new screen Copyright Medworxx 2010, All Rights Reserved. 180

179 Change the information as desired. Note: any comments made will be kept for historical purposes. To view previous comments click on the + sign in the comments field. Click Save. Your changes will override existing information for this learning item. Copyright Medworxx 2010, All Rights Reserved. 181

180 Chapter 10: Setting up Competencies and Jobs About Competencies and Jobs Competencies and jobs are used to associate learning items with specific paths learners need to follow. Associating a competency or job with a learner also associates those learning items with that learner. Competencies are created first, and are assigned a specific level (for example, you might have basic, intermediate, and expert levels). This allows you, for example, to have a physical assessment competency for the novice level, and another for the expert level. The meaning of those levels is up to you. Competencies are made up of one or more paths, which include specific learning items. You define the score needed on each of the learning items associated with a particular path. For example, the physical assessment competency might have two paths, one based on classroom courses and practical tests, one based on online learning. Each path would point to a different set of learning items. The score needed on each learning item might vary for example, to get an expert competency you might need to get a 90% score on certain exams and practical tests, but to get an intermediate competency, you might only need 75%. You can also define a recurrence for a learning item, indicating that for the competency the learner must repeat the learning item every one or two years, or just once. Jobs are used to group competencies together. For example, a job of Registered Practical Nurse might include an ability to maintain an IV (Level: Expert) competency and an ability to remove an IV (Level: Novice) competency. Job Competency Path Learning Item Copyright Medworxx 2010, All Rights Reserved. 182

181 When competencies and jobs have been defined, you assign them to individual employees. See Chapter 9, Making Medworxx LMS Items Available to Learners. Setting up Competency Levels It s best to create competency levels first, so you can assign them to competencies as you create them, but you can always return to a competency and assign it a new competency level. You can add and edit competency levels, and you can delete competencies that you ve added. However, if a competency level has already been assigned to a competency, you can only edit it (change its name, for instance); you cannot delete the competency level. Creating a competency level: From the Jobs & Competencies menu, click Competency Levels. A list of existing competency levels appears. Click Add Competency Level. The Competency Level screen appears. Enter the name of the competency level as you want it to appear. Click Add. You are returned to the previous screen, where the new competency level appears in the list. Setting up Competencies Create the competency first, then add paths, then add learning items to the paths. From the Jobs & Competencies menu, click Competencies. A list of existing competencies appears. Each competency can be expanded to show all its details. To display just the competencies related to a specific job, choose it from the Job list. Creating a Competency: Click Add Competency. The Competency screen appears. Add a description of the competency (for instance, ability to administer drugs as prescribed ) and a competency level, if desired. Copyright Medworxx 2010, All Rights Reserved. 183

182 Click Add. You are returned to the previous screen, where the new competency appears in the list. Adding a Competency Path: Select the first Add icon as shown below: Once selected the follow screen will appear. Enter information into the following fields: Competency Path Name: Enter the name of the path. Minimum %: Enter the percentage of correct answers that will satisfy the requirement for this path. Status: Specify whether this path should be active (only active paths appear in the Learning Studio this is useful for setting up paths to be used later). Click Add. You are returned to the previous screen, where the new path appears in the list, under the competency. Copyright Medworxx 2010, All Rights Reserved. 184

183 The Add Learning Item to Competency Path screen appears. Learning Item: Choose a learning item from the list. Click Add. You are returned to the previous screen, where the new learning item appears, numbered, in the list under the path name. Continue to add learning items to the path until it is complete. Setting up Jobs: Jobs are optional, but allow you to organize competencies into logical groups that can be assigned to learners. Creating a job: From the Jobs & Competencies menu, click Jobs. A list of existing jobs appears. Click Add Job. The Job screen appears. Copyright Medworxx 2010, All Rights Reserved. 185

184 Enter the name and description of the job as you want it to appear to the employee. Click Assign Competencies. A list of available competencies appears. Check the competencies you want to attach to this job and click Save. Click Save. You are returned to the Jobs screen, where the new job appears in the list. Copyright Medworxx 2010, All Rights Reserved. 186

185 Chapter 11: Working with Reports About Reports Medworxx LMS provides a number of reports that assist Learners, Educators, Managers and System Administrators. They are used to track and report on learning activity for Online and Facilitated (Classroom) courses, Exams and Surveys within the Medworxx LMS and imported from SCORM compliant 3 rd party tools (i.e. Captivate, Articulate, etc.) All LMS Reports are found in the Reports Tab of the Learning Studio. To access reports a user must be a registered LMS user and be signed in to the Learning Management System. Learners will only be able to run reports on their own individual learning activity. Educators and Managers can only report on learners who report to them (as set up in the LMS Admin System) directly, or learners who belong to groups they have special rights over. Administrators will be able to run reports on all users through the Learning Studio. Typically, a learner will have access to one report, My Learning Items, whereas an LMS Educator, Manager and System Administrator will have access to all LMS reports. The learning items they can pick up in reports are dependent on which ones they been given rights to through the item security. The following reports are available in the Medworxx LMS: Name Annual Learning Report (Detail or Summary) Description Annual Learning Review Reports provide information related to learners activity for compliance learning. You can generate a detailed or a summary version of the report, depending on your needs. For the selected employees, shows details or summary of annual learning for learning items that have been associated with a category that has a keyword of ALRXXXX (XXXX representing the year). Summary Report Summarizes the activity by learning item showing total Copyright Medworxx 2010, All Rights Reserved. 187

186 Summary Report Copyright Medworxx 2010, All Rights Reserved. 188

187 Copyright Medworxx 2010, All Rights Reserved. 189

188 Class Cancellation Report A Class Cancellation Report will generate a list of people associated with a canceled class. The course administrator can choose to send an automated notification to each registered learner when a class is cancelled from the authoring section. The report displays a list of all participants scheduled to attend a particular classroom session whose status is cancelled and that had registrants (even if they were removed previously). This report does not run based on your Reports-To data authorization or on Item Security. The data returned will be based on the classes for which you are a Primary or Secondary instructor or a manager of one of the instructors, or logged in under the admin, sysadmin, lmsmaster accounts. This report has only one filter - Select Items, which allows you to choose specific Classes or specific sessions within a class. Class Registration Form Displays a list of all participants scheduled to attend a particular classroom session. This report may be printed and used as an attendance or sign in sheet for classroom participants. This report does not run based on your Reports-To data authorization or on Item Security. The data returned will be based on the classes for which you are a Primary or Secondary instructor or a manager of one of the instructors, or logged in under the admin, sysadmin, lmsmaster accounts. Additionally, the course must have a status of open and have registrants. If you do not want a class picked up in this report, change the class status Copyright Medworxx 2010, All Rights Reserved. 190

189 to Closed, Marked or Cancelled. This report has only one filter - Select Items, which allows you to choose specific Classes or specific sessions within a class. Class Status This report will display all selected classroom course(s) and session(s) with a list of registered participants and details about each employee s status and the session they are registered for (even if they were removed from the class). For users to be able to see specific courses/sessions in this report, they must be an instructor (primary/secondary) or a manager of one of the instructors, or logged in under the admin, sysadmin, lmsmaster accounts. The filters available in this report are, Select Items/Sessions and Select Employees. Copyright Medworxx 2010, All Rights Reserved. 191

190 Education Report This report will display the number of hours that Primary Instructors have spent in classroom courses grouped by the month and year. It also displays the corresponding number of learners and sessions for each course. There are filters which allow you to choose specific instructor names, specific courses, date ranges and whether you want a detailed or summary report. For users to be able to see specific courses/sessions in this report, they must be an instructor (primary/secondary) or a manager of one of the instructors, or logged in under the admin, sysadmin, lmsmaster accounts. The filters in this report are Select Items/Sessions, Select Educators, Select Date Range and Select Report Mode (Summary or Detailed) Copyright Medworxx 2010, All Rights Reserved. 192

191 Employee Learning Items Report (named Employee Learning Record in version & prior) For the selected employees, shows learning records, including details on learning items for all statuses such as, started, not started, completed, successful, unsuccessful, missed, waiting approval, registered, unregistered and rejected. By default it sorts by the Employee name and displays details for the status, due dates, start dates and completed dates. Users running this report will only be able to pick up learners who report to them or who belong to a group they have reporter rights on. The filters in this report are Select Items/Categories, Select Employees, Select Groups/Positions, Group By, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 193

192 The filters in this report are Select Items/Sessions, Select Employees, Select Groups/Positions, Group By, Select Date Range Exam Analysis For the selected exam (standalone or part of a course), shows the questions and the percent of respondents who chose which answers for a question. The detailed results, lists the respondents name their department and when they completed the exams, and in separate section, the respondents name along with their answer choices for each question. It also gives the total number of assigned learners and how many actually completed it. Users running this report will only be able to pick up learners who report to them or who belong to a group they have reporter rights on. The filters in this report are Select Items/Categories, Select Employees, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 194

193 Copyright Medworxx 2010, All Rights Reserved. 195

194 Exam Analysis - SCORM For the selected SCORM exam (standalone or part of a course), shows summary results. Users running this report will only be able to pick up learners who report to them or who belong to a group they have reporter rights on. The filters in this report are Select Items/Categories Item Activity For the selected learning item(s) or category(s), shows list of employees assigned to it, and their status (due date, scheduled date, and completed date). If category is chosen, allows you to choose specific or all learning items associated with that category. Users running this report will only be able to pick up learners who report to them or who belong to a group they have reporter rights on. The filters in this report are Select Items/Categories, Select Employees, Select Groups/Positions, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 196

195 Item Compliance Report (Detail or Summary) Available in both detail and summary versions. For the selected learning item or category, shows list of employees assigned to it and the percentage of that employee s items that were completed within the designated time frame, completed outside the designated time frame, or not yet completed. The filters in this report are Select Items/Categories, Select Employees, Select Groups/Positions, Select Date Range, Select Report Mode (Summary or Detailed) Detailed Report Copyright Medworxx 2010, All Rights Reserved. 197

196 Summary Report Copyright Medworxx 2010, All Rights Reserved. 198

197 Last Logon For the selected employees, shows their last Learning Studio logon date and time. The filters in this report are Select Employees, Select Groups/Positions, Select Date Range Learning Items Report For the selected learning items and employees, shows learning records, including details on learning items for all statuses such as, started, not started, completed, successful, unsuccessful, missed, waiting approval, registered, removed, exempt, unregistered and rejected. By default it sorts by the Learning Item name and displays details for the status, due dates, start dates and completed dates. This report displays the Start and End date and time for each learning item taken, along with Marks received and comments made by Instructors/Educators or Managers. Users running this report will only be able to pick up learners who report to them or who belong to a group they have reporter rights on. The filters in this report are Select Items/Categories, Select Employees, Select Groups/Positions, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 199

198 My Learning Items For the learner logged in, it shows learning records, including details on learning items for all statuses such as, started, not started, completed, successful, unsuccessful, missed, waiting approval, registered, unregistered and rejected. By default it sorts by the Learning Item name and displays details for the status, due dates, start dates and completed dates. Learners will only see their own activity in this report. This report displays the Start and End date and time for each learning item taken, along with Marks received and comments made by Instructors/Educators or Managers. The filters in this report are Select Items/Categories, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 200

199 Reporting Structure by Employee For the selected employees, shows who they report to. The filters in this report are Select Items/Categories, Select Groups/Positions Copyright Medworxx 2010, All Rights Reserved. 201

200 Reporting Structure by Manager/Educator For the selected employees, shows who reports to them. The filters in this report are Select Items/Categories, Select Groups/Positions Survey Analysis Report For the selected survey, shows detailed results. The filters in this report are Select Items/Categories, Select Employees, Select Groups/Positions, Select Date Range Copyright Medworxx 2010, All Rights Reserved. 202

201 Copyright Medworxx 2010, All Rights Reserved. 203

202 The following reports are only available on the Educators dashboard. To give users rights to the Admin reports, activate this option in the users profile, on the Global Rights tab. These are the Administrative Reports Available: Name Activity Summary Report Admin Activity Report Description This report displays information on each learning item type within the LMS. Displays information on activities done by users within the Admin Authoring Tool, such as creating a course, editing categories, modifying users, etc. Copyright Medworxx 2010, All Rights Reserved. 204

203 Learning Activity Report Position Role Report User Activity Report User Activity Average Report Displays information on activities for online and classroom courses. Displays information on users and the position they belong to. Displays information on user activities performed on the Learning Management System, such as page views. Displays information on the average time learners are logged on for each day. Generating Reports To generate a report: Open the Learning Studio (see the Medworxx LMS User Guide for instructions). Click on the Reports tab Learners Reports This is the report users see if they have been given the Medworxx Global Rights Learner or Author. Copyright Medworxx 2010, All Rights Reserved. 205

204 Managers/Educators Reports These are the reports users see if they have been given the Medworxx Global Rights of Educator or Manager (default settings). To run the report, click on the title of the report you want to run. The report criteria screen appears. The choices you can make here depend on the report chosen and the LMS Privileges you have. For instance, to pick up learning items in these reports, the Author of learning items needs to give you (specifically or through a group you belong to) Report On rights in the learning items security tab. The learners you can pick up in reports, is dependent on who reports to your through a Reports To relationship, and what groups (if any) you have been given the special role of Reporter for. Copyright Medworxx 2010, All Rights Reserved. 206

205 Additionally, there are filters in each report that let you refine further, the results displayed in your reports. The filters available in each report can vary but here is an example. The following describes each potential filter you may encounter. Run Report Based On The first filter you may see is the Run Report Based On option. Users who have been given the special Group right of Reporter will see this filter. It allows them to choose whether they want to pick up learners who report to them by choosing the Reports To option; learners in a group or groups they are Reporter for, or Both. Select Items / categories This filter allows you to pick specific learning items or specific categories of learning. Click on the drop down of the Select Item field. Copyright Medworxx 2010, All Rights Reserved. 207

206 If you choose Specific Items, you will be presented with the Learning Item List screen. To see all learning items, click on the Search button. If you choose Specific Items by category, you will be presented with the Learning Item List screen. To see all learning items, click on the Search button. To filter the list, based on the category learning items are associated with, click on the Category drop down and choose a specific category. Alphabet Filter There are different Select Items filters that you may encounter and they are described in more detail in other sections. Each of these types has common elements and functionality. The alphabet filter allows you to bring back learning items that start with a specific letter of the alphabet or number. The keyword field allows you type in a keyword(s) to search for learning items with that keyword in its title. Click on the Search button once you have made your selections. Copyright Medworxx 2010, All Rights Reserved. 208

207 Click on the learning item and click on the Add> button for each item you want to select. Click on OK to return to the previous screen. You will see your selected items in the Selected box, to the right. Select Items/Sessions If the report you choose is Classroom course related, you may see the Select Items/Sessions filter. Copyright Medworxx 2010, All Rights Reserved. 209

208 The choices here are: If you choose Specific Courses from the drop down, click on the select button The Course list window will open where you can click on the Search button to get all classroom courses or use the additional filters to find specific courses. If you choose specific sessions from the drop down filter, you can choose a specific course from the Course filter to bring back all the sessions for that course, or use the other filters to narrow your list. Copyright Medworxx 2010, All Rights Reserved. 210

209 Learner Item Status This filter allows you to limit which learners will be picked up in the report based on their Item Status i.e. what their status is related to the learning items themselves, if they ve started it, if they completed it, were they successful, etc. Select Employees This filter allows you pick all learners (employees) that you have rights to, choose specific learners (employees) or Guests only. If you choose Specific and click on the ellipses button, you will be presented with this screen where you can choose one or many names. Copyright Medworxx 2010, All Rights Reserved. 211

210 You can select the Guest only option to only report on users who were not logged in when they took a learning item or who do not have a sign in account and whose learning activities are tracked anonymously under the name of Guest. Employee Status This filter allows you filter based on the learners (employees) status. The default is All but you can deselect any of the options. Unused means a learner has never logged into the LMS system. Inactive means that their status has been set to inactive, and therefore they are not a currently active user. Select this option to include learners whose accounts have been deactivated. Locked means they have locked their account and cannot login. This is typically temporary until their account is reset by an administrator. Include Guests Checkbox This allows you to specify if you want to include learning activity for guests in your results or not. Guests are learners who do not log in before engaging in a learning item. Typically a learner who has a login account should login before engaging in learning activities so their actions will be tracked under their usernames. Some learners are not issued accounts and therefore can only engage in learning activities anonymously. Copyright Medworxx 2010, All Rights Reserved. 212

211 Note: If you select Specific Employees or Guest only in the Select Employees field, this check box won t be available. The Include guests? check box is only available if you select All employees. Select Groups You can select employee groups and/or positions and organize the data with a higher level of granularity by grouping the results by up to three criteria. Under this filter, you can leave the default at All Groups, or click the drop down to select the type of group you want to filter by. Select the appropriate type and click on the browse ellipses button next to the list to open a screen that allows you to choose which items (for example, employees of certain departments) to include in the report. Use the Add and Remove buttons to move the desired items into or out of the selected list. For example: Copyright Medworxx 2010, All Rights Reserved. 213

212 Once you have made your selection, click on the OK button. Your list of selected items will presented on the right. You can also choose how you want the report grouped (for example, by department or by position). By default, the report will group the results based on criteria already selected. Select Date Range This filter allows you to select a date range to limit the records returned in the report. Copyright Medworxx 2010, All Rights Reserved. 214

213 These are the dates considered when a Date Range is chosen: Copyright Medworxx 2010, All Rights Reserved. 215

214 Select Report Mode This filter allows you to select whether you want a summary report or a report with more details. Additional Features within Reports Once you are presented with a report, you can make adjustments to the display, search within the report, advance through the pages, sort by columns, print it and export it into different formats. You can also Copyright Medworxx 2010, All Rights Reserved. 216

215 toggle on and off the viewing of your filters and save your filter settings. Hide/Show Buttons You can use these buttons to hide or expand your filter fields at the top of the report window. Once you run a report, to make adjustments to your filter criteria, click on the Show filters buttons and make adjustments to your selection values and click on the Generate button again. Copyright Medworxx 2010, All Rights Reserved. 217

216 Save Settings If you have report criteria you use frequently, these settings can be saved which allows you to rerun the report without having to make your report selections over again each time. Make your selections in the report filters and click on Save Settings button. You will be prompted to give your settings a name and description. Click on OK. Copyright Medworxx 2010, All Rights Reserved. 218

217 When you go back to the Reports tab and refresh, you will see a plus sign under the report item you saved settings for. Click on it to expand it and see all your saved report settings. To run this, click on the name of the saved report settings and click on Generate Report. You can also delete this by clicking on the delete button beside the name. Copyright Medworxx 2010, All Rights Reserved. 219

218 Advancing through the pages Use the arrows or put a page number in this box, to navigate through a report. Adjusting the Page Display To change the size of the report display, click on the drop down box for the page width and choose an appropriate value. Search in the Report Use the find box to search for keyword(s) in the report. Export the Report Click on the Select a format box, choose a desirable option and click on Export. If you export to Excel, you re report will look similar to the example below. You can now sort, group and manipulate the data as required. Copyright Medworxx 2010, All Rights Reserved. 220

219 Refresh or Print the Report Use these options to refresh or print the report. Copyright Medworxx 2010, All Rights Reserved. 221

220 Glossary of Terms Term answer group category catalogue classroom course competency content area course course content course objective exam final test job learning item Definition Component of online course. Defines method learners use to answer a question. Different types of answer groups can be used to offer different types of answers (for example, to provide a drop-down list of choices, or to provide a text box for typing an answer). Way to organize learning items to reflect the name of the items, such as Nursing, Infection Control, or Emergency Codes. The category of a learning item appears in the Learning Studio. List of learning items a learner may choose to take. Course offered in a physical classroom. Used to associate learning items with learners. Competencies are given a specific level (for example, expert vs. novice ) and are made up of paths, which in turn contain learning items. Learners need to achieve a certain score on each learning item associated with each path in a competency to be deemed to have reached that competency. Determine which users can take, author/edit, publish, assign or report on learning items. Both learning items and users are associated with content areas, and users can work with the learning items in their content areas. Generic term for online and classroom courses. Content presented to the learner: either a file you upload or HTML content you author in Medworxx LMS. Building block of an online course. Comparable to a lesson or topic. Generic term for online exam or practical test. Online exam associated with a course. A collection of competencies. A collective term for courses, exams, and surveys. Copyright Medworxx 2010, All Rights Reserved. 222

221 learning plan Learning Studio online course online exam position practical test pretest privilege publish quiz survey Learning items, competencies, and jobs assigned to a learner. Can include mandatory and recommended learning items. The interface learners use to view and take learning items. A course taken through the Learning Studio. Exam linked to an online course; determines if the learner passes or fails the course. Determine what a user can do in a specific content area. Hands-on test overseen and assessed by an instructor. A test associated with the content of the course (that is, with a particular objective of the course), so that if the learner answers the associated question correctly on a pretest, content they already know is clearly marked in the online course. Part of the user profile that determines what kind of functions the user can perform, for example, whether they can create learning content or just take it. The process of making learning items appear in the catalogue. A test used during an online course to help a learner consolidate their knowledge. Does not determine whether or not learner passes the course. Similar in structure to an online exam, except the purpose is just to solicit information, so answers are not judged to be correct or incorrect. Copyright Medworxx 2010, All Rights Reserved. 223