Casino Essentials Learning Management System (CELMS)

Casino Essentials Learning Management System (CELMS) Administrator Guide March 2010 Casino Essentials, LLC

Table of Contents Introduction... 2 Users... 2 Creating New User Accounts... 2 Modifying User Accounts... 3 Permissions... 4 Groups... 4 Creating New Groups... 5 Modifying Groups and Members... 5 Adding Users to Groups... 5 Removing Users from Groups... 5 Deleting Groups... 6 Enrollments... 6 Single Instance Enrollments... 6 Reoccurring (Multiple) Enrollments... 7 Example #1... 8 Example #2... 8 Individual User Enrollments... 9 Group Enrollments... 9 Completion-Based Schedules... 10 Removing Learner Enrollments... 10 Removing Group Enrollments... 10 Changing the Status of an Enrollment... 11 Reporting... 11 Creating Reports... 11 Saving Reports... 12 Modifying Saved Reports... 12 Deleting Saved Reports... 12 Viewing Reports... 12 1 P a g e

Introduction The Casino Essentials Learning Management System (CELMS) is designed to provide all users and administrators of varying skill levels with the capability to easily and effectively manage every aspect of their learning management system without extensive training or technical skills. To this end, virtually every function performed by an administrator is done using options in the administrator menu that step you through the process and allow you to focus on what really matters delivering, managing and tracking effective training for your users. This manual covers the functionality common to administrators and group managers. For information regarding the setup of the system and configuring the Control Panel, refer to the Casino Essentials Quickstart Guide. Users Access the CELMS for administration and learning requires a user account and log in. The system tracks and maintains training records based on the user s name and log in. Users may be referred to as employees, learners or students. User administrative functions are located in the Administrator Menu. To access, click the Users options in the Users & Groups section. Administrative access is based on permissions assigned by your organization s administrator. Creating New User Accounts There are two options for creating users by (1) adding a single user or (2) adding multiple users. Administrators with permissions to add users may use this function to create a user record with log in information for access to the CELMS. Single Accounts To create a single user account, click on the Users icon in the Administrator Menu page, found under the section titled Users & Groups. Next, select the Add User option on the top left of the User Page. Complete the required fields with asterisks and Passwords must be at least 6 characters and no more than 25 characters. Cannot contain 'password', '123456', '654321' or contain the username. 2 P a g e

include name, email, username and password. The tabs located on the upper left of the Add User page allow input of additional information. Select the Save Changes button to finalize the new user account. Multiple Accounts The multiple account function may be used to update existing user information or to add multiple users. Casino Essentials suggests that the LMS administrator perform a username audit prior to uploading new users to ensure that an existing account does not update with new user information in error. Select the New User Batch icon on the top right of the Users page. Navigate to the instructions located on the right side of the page to ensure proper completion of the spreadsheet file for import. To create multiple user accounts, open an Excel or CSV spreadsheet and enter the new or updated user data in accordance with the directions listed under the New User Batch icon. Save the spreadsheet as a tabdelimited text file (.TXT) and save the file. Return to the CELMS to import the file. In the CELMS, click the Browse button, select the text (TXT) file for upload and click OK. The file will begin uploading to the CELMS. An error message will appear if the file fails to upload. The system will not upload partial information upon file failure. Common errors that result in file failure include missing required information, invalid usernames, extra return fields on the TXT file, incomplete AQ column or password errors. If the system uploads without errors, click Finish to complete the upload. NOTE: The multiple user function does not allow automatic import into a group. Instead, refer to the edit group instructions for adding users to groups. WARNING: This process will automatically modify existing users in addition to creating new ones without warning. Importing new user information to an existing username will result in updated or altered information. Casino Essentials suggests that the LMS administrator perform a username Modifying audit prior to uploading User new Accounts users to ensure against an unintended update to the user s record. Modifying User Accounts Administrators may modify specific user account fields using this function. To modify an existing user account, select the Users icon from the Administrator Menu. Use the alphabetical links or search field displayed above the user account list to search, locate and select the user account for modification. Select the modify (pencil) icon to make user changes. 3 P a g e

WARNING: Saved changes are permanent and cannot be undone. In addition to modifying a user s information and password, it is also possible to enable and disable an account from the User Edit page. Select Enabled or Disabled buttons in the status section. Disabling an account prevents the user from account access. Disabled user records, including course completion, earned certificates and the user s My Courses list, remain available for reporting and record retention purposes. Select the Save Changes button to finalize the user modifications. Permissions Permissions are determined during the implementation phase and all information related to permissions is located in the Implementation Overview Timeline document. There are two types of permissions (1) Group based permissions allow administrative access to groups only and (2) Global permissions are allow complete administrative access to the learning system. The following permissions are available for managing the learning system: Group Based Permissions Reporter: This role allows this user to build, view, save and schedule reports. User Editor: This role allows this user to edit user account data such as username, contact info, employee information, etc. This role does not grant any other capabilities. User Manager: This role allows this user to perform user management functions such as assigning and revoking user and group enrollments, awarding and revoking certificates. Global Based Permissions User Creator: This role allows this user to create new user accounts as well as edit user account information such as username, contact info, employee information, etc. This role does not allow access to any of the functions granted by the User Manager role. Group Creator: This role allows this user to create, delete and manage the memberships of groups. This role does not grant any ability to create, edit, delete or manage users in any way other than joining and removing them from groups. Content Manager*: This role allows this user to manage content within the system. This user will have access to upload and delete SCORM packages, create and manage courses, lessons and sessions as well as certificates and coupon codes. This role grants no capability to assign, award or revoke any of these elements to users, nor does it grant any user editing or management capabilities. Groups The Casino Essentials Learning Management System (CELMS) manages user functionality through groups or classifications. Group classifications are assigned for enrollment, reporting and administrative purposes. 4 P a g e

Creating New Groups Groups are created using position classifications. Select Groups option in the Administrative Menu. Select the New Group option from the top right of the Groups page. Enter a group name and click the save button to create the group. Modifying Groups and Members You may change the name of a group or its member list at any time. From the groups page, select the modify icon (pencil) next to the group you wish to edit. Continue to modify the group name and members list just as you would normally when creating the group. Adding Users to Groups Select the users to add to the group by selecting the add users icon. Add individual users by selecting the user and clicking OK or add multiple users by holding the Ctrl button, selecting multiple users and clicking OK. Users may be enrolled in multiple groups. When a user is added to a group, they will receive immediate enrollment based on the automated enrollments for that group. If the user has a previous enrollment from another group, and the course is not complete, the user will not receive a duplicate enrollment. If the user was manually enrolled in a course, the user may receive an additional enrollment in the course. Casino Essentials suggests reviewing reports to determine the enrollment status of new users or users transferring between groups. Refer to the section, Removing users from enrollment to remove duplicate enrollments. Removing Users from Groups Removing user(s) from a group does not remove the user(s) from the learning system. The user will not have access to the group, group reports and will not receive automated group enrollments. The user(s) will drop enrollments that were associated with the group membership. Users enrolled in groups with similar enrollments will receive enrollments based on that group. The user record will retain historical completed lesson data for completed enrollments. Incomplete or in-progress enrollment data associated with the removed group will not be retained. There are two methods for removing a user from a group. Option (1), from the Administrator Menu, select Groups, select the edit function (pencil) next to the Group that requires a change, select delete user, search and select the user(s) for deletion and click OK. Option (2), from the Administrator Menu, 5 P a g e

select Users, search and select the user and select the edit function (pencil). From the menu on the right side of the screen, select Groups, select delete from groups and click OK. Deleting Groups Deleting a group does not delete the users associated with the group in the system. The user(s) will not have access to the group, group reports and will not receive automated group enrollments. The user(s) will drop enrollments that were associated with the group membership. Users enrolled in groups with similar enrollments will receive enrollments based on that group. The user(s) record will retain historical completed lesson data for completed enrollments. Incomplete or in-progress enrollment data associated with the removed group will not be retained. To delete a group, select the Groups page from the Administrator Menu. Check the checkbox next to the group that requires deletion. Once the group(s) is selected, select the delete selected button. Confirm the group(s) deletion. WARNING: Deleted group changes are permanent and cannot be undone or retrieved. Enrollments Course enrollments allow users to access courses based on the Casino s training requirements including course assignment, frequency, due dates and time limits. Single Instance Enrollments A single instance or one-time enrollment occurs when a user is enrolled in a course that does not have a reoccurring schedule. Upon enrollment, the user can view and access the course on the user s My Courses page under the Enrolled tab. Upon course completion, the course moves from the Enrolled tab to the Completed tab and remains there until the enrollment expires. When the enrollment expires, it moves to the expired tab where it remains for 7 years. If the enrollment has a due date and the user does not complete the course by that date, the enrollment will be moved to the Overdue tab. The user can launch the training by clicking on the overdue tab and clicking the Go button to launch the course. Upon course completion, the course moves from the Enrolled tab to the Completed tab and remains there until the enrollment expires. When the enrollment expires, the course moves to the expired tab where it remains for 7 years. Some things to note regarding single instance enrollments: Single instance enrollments may be created for individual users or groups 6 P a g e

While the enrollment is listed on the Enrolled tab, the user may not be enrolled in that course again individually or through a group. Once the enrollment is completed or expired, this restriction is lifted. Once an enrollment is on the Expired tab, it may not be launched by the user. Courses with an in-progress or failed status are considered active courses and will not move to the completed tab. Only active or recently active enrollments appear on the user s My Courses page. For a complete record of activity, learners should click the My History link on the left menu. Reoccurring (Multiple) Enrollments Reoccurring enrollments provide an automated option for course enrollment based on a specific date or previous course completion. For example, enrollments may be set to reoccur every week, month, quarter, year, etc., or may reoccur based on a number of days following the completion of a previously completed enrollment. To set up a reoccurring enrollment, refer to Individual Enrollments and/or Group Enrollments for enrollment set up. In the parameters, specify the enrollment start date, end date, frequency and due date. The start date is the date that the first instance of the scheduled enrollment will appear on the user s My Courses page. If a future enrollment is entered, the user will not be able to view or access the course until such date and time. The end date specifies the last date that the system will attempt to start a new instance in the series based on the frequency. Both start date and end date are specified as exact dates. The reoccurrence frequency is specified as a number of weeks, months or years. The due date, which is optional, is specified as a number of days, weeks, months or years after the start date of each instance in the schedule. The system will create a series of single enrollments with each start date spaced apart based on the reoccurrence frequency and expiration date calculated as the day prior to the next in the series start date. Often times, enrollments are scheduled on future dates in error. If this happens, return to the enrollment and review the status, which will state future. Refer to Changing the status of an enrollment to edit the enrollment start date and other enrollment parameters. 7 P a g e

The following examples illustrate how reoccurring enrollments function. Example #1 Start Date: 1/1/2010 End Date: 1/1/2012 Reoccurrence Frequency: 6 months Due: 1 month after enrollment N in Series Start Date Due Date Expires Date 1 st 1/1/2010 2/1/2010 5/31/2010 2 nd 6/1/2010 7/1/2010 12/31/2010 3 rd 1/1/2011 2/1/2011 5/31/2011 4 th 6/1/2011 7/1/2011 12/31/2011 5 th 1/1/2012 2/1/2012 5/31/2012 Example #2 Start Date: 4/1/2010 End Date: 5/15/2011 Reoccurrence Frequency: 3 months Due: 2 weeks after enrollment N in Series Start Date Due Date Expires Date 1 st 4/1/2010 4/14/2010 6/30/2010 2 nd 7/1/2010 7/14/2010 9/30/2010 3 rd 10/1/2010 10/14/2010 12/31/2010 4 th 1/1/2011 1/14/2011 3/31/2011 5 th 4/1/2011 4/14/2011 6/30/2011 Some things to note regarding reoccurring enrollments: The significance of start date, due date and expires date is the same as for single instance enrollments. The end date indicates the last possible date a new instance in the series will be created. The expiration date or due date of the last instance in the series may extend beyond the end date specified (refer to both examples above). The entire series is stored as a unit; un-enrolling will remove the entire series. Any history for completed instances in the series will be retained; all other related data will be deleted. 8 P a g e

Individual User Enrollments Individual user enrollment provides the option to enroll users as individuals instead of an enrollment as a Group. Casino Essentials recommends using the Group Enrollment functionality for efficient enrollment management. Select the Users page on the Administrator Menu, find the user and select the modify icon (pencil). Select the enrollment tool from the tool bar located on the right side of the enrollment screen. Select the add new enrollments link on the top left of the page. Select the add courses button and select the courses for enrollment. Click OK to continue. Multiple courses may be selected by holding the CTRL key. All courses selected will receive the same enrollment and due date schedules. Consider enrolling single courses if the enrollment schedule and due dates differ. Group Enrollments Group enrollments allow for efficient enrollment management. To enroll a group, select the Groups page from the administrator menu, select the Group and modify icon. Select the enrollments tool from the tool menu on the right. The system will not allow duplicate enrollments to the same course unless the course is complete. 9 P a g e

Completion-Based Schedules For reoccurring group enrollment(s), there is an option to automatically recalculate the schedule based on the completion. If the training requires completion within a set timeframe (reoccurrence timeframe) of the previous completion, place a check in this box. For example, a reoccurring enrollment is set to reoccur annually, however, the user completes the training 2 months early. If the completion based schedule is not selected, it is possible that the user may not take the course for 14 months from the date of completion. Using the completion based schedule, the next enrollment in the series would be recalculated to begin immediately after lesson completion and the learner would need to complete the training again within 12 months or as specified by the reoccurrence timeframe. Assigning due dates for course completion is optional. Group enrollments require a specified time period that allows course access to a user for a specified time period following the enrollment. Removing Learner Enrollments Enrollments may be removed for all Group members or for individual learners, regardless of whether the enrollment was set up as a group or individual enrollment. To remove a learner s enrollment, select the enrollments tool from the page of the user you wish to modify. Both single and scheduled enrollments are listed in this section. To remove an enrollment, check the box next to the course and select the delete button. If the enrollment has a reoccurring schedule, the entire series will be removed. The user record will retain historical completed lesson data for completed enrollments. Incomplete or in-progress enrollment data associated with the removed group will not be retained. Removing Group Enrollments This function removes enrollments and access to the course for all group users. If the enrollment has a reoccurring schedule, the entire series will be removed. The user record will retain historical completed lesson data for completed enrollments. Incomplete or in-progress enrollment data associated with the removed group will not be retained. To remove a group enrollment, select the modify icon (pencil) next to the group. Select the enrollments tool located in the menu on the right side of the page. Both single and scheduled enrollments are listed in this section. Select the checkbox next to the enrollment that requires removal and click the delete selected button to remove these enrollments. 10 P a g e

Changing the Status of an Enrollment Changing the status allows the administrator to edit an existing enrollment. To change the status of an enrollment, select the enrollment tool for the user s page that you want to modify. Select the modify button next to the enrollment you would like the change. Make changes based on available parameters and select Save Changes to complete the status change. Reporting The learning system reporting tool is flexible, easy to use and allows you to quickly view high level course data as well as more granular question and response data. It is important to note that Casino Essentials supports all data elements for courses, lessons, objectives and interactions, however if the learning material content does not report the data, it will not be available in your reports. To begin using reports, click the Reports button on the top menu. Creating Reports There are two datasets available for report generation which includes Certificates and Course Transcript datasets. The Certificates dataset allows the ability to search certificates that have been earned as well as those that have been manually awarded. The Course Transcript dataset contains information pertaining to enrollment status, course and lesson status and completion information including scores, test question data and completion time stamps and elapsed time. The datasets are designed to allow custom reporting development by user and may be saved as a public report for administrators with reporting privileges or private for exclusive viewing by the Administrator that created the report. Click the Create New Report icon under the dataset to begin the custom reporting process. The report building requires the completion of two section, Fields and Filters. The Fields section provides viewing access to the learning system (CELMS) fields which may be selected in the available checkboxes. To add or remove fields from the report, simply check or uncheck the box next to the field. The Filters is optional. This field allows the report builder to drill down to specific criteria such as a person, group, course, lesson, etc. Set one or multiple filters to control the volume of data generated in the report. Once completed, click the run report button to generate the report. 11 P a g e

Saving Reports All reports may be saved for quick access and time savings. Saved reports are available under the files tab which appears after a report is saved. To save reports, prepare and run a report, select the Save Settings tab, name the report and set the report availability to public or private. The saved report will appear under the saved reports section and the related dataset. Modifying Saved Reports To modify a saved report, open the report, change the fields and filter configuration and select the Save Settings tab. Upon edit and saving, the report name and privacy settings may be modified. Please note that changing the saved report name will not create an additional copy of the report. Deleting Saved Reports To delete a report, select the red X icon next to the report, confirm report deletion as prompted to ensure deletion. Please note that deleting a report will remove all the previously generated reports attached and the report and/or reports are not available for retrieval once deleted. Viewing Reports Select the run report button on the bottom of the page to generate a new report. After clicking the run report button, a window will pop-up and will provide two format options to view the report. The first is in HTML, which may be viewed in any compatible browser, for quick viewing. The second is in CSV format which may be viewed using any spreadsheet program- such as Microsoft Excel- for a more in depth analysis. Previously generated reports may be accessed under the Files tab on the associated reports page. The report data is displayed in a table layout that is, by default, ordered by the first available field. 12 P a g e