LearnTrak’s Documentation Contents¶

24x7 LearnTrak LMS¶

LearnTrak LMS is an online learning platform, which enables organizations to host and launch eLearning courses and help align learning activities to business objectives. It is designed to offer learners an engaging, intuitive, collaborative and personalized learning experience. LearnTrak LMS is redesigned, redefined and reinvented to help end users to be trained efficiently and faster. LearnTrak LMS is now SiClo Mo-Simple to use, on Cloud and Mobile. LearnTrak is an award-winning, feature-rich LMS which is designed for the efficient creation and implementation of self-paced online learning, mobile learning, instructor-led and blended learning programs.

Features of LearnTrak LMS¶

Creating Business Units¶

The business unit created are tenant specific, i.e., each tenant can have different business units. The System/Super Admin has the right to create business units based on the parent-child relationship which is mapped to single user or group users. The business units can be created, edited and deleted.

To access BU module:

1. Click Admin > Manage Users > Manage Business Units. The following Manage Business Units screen appears.

To create business units:

2. Click Create. The following Create Business Unit screen appears consisting of the following fields, namely:

• Business Unit Code (Alphanumeric)
• Business Unit Name
• Parent Business Name
• Description (if any)

Edit and Delete Business Units¶

The business units can be edited and deleted by the BU administrator only.

• To edit business unit:

  Click Edit . The Edit Business Unit screen appears with the chosen fields to be edited.

• To delete business unit:

  Click Delete . It deletes the selected business unit.

Import Business Units¶

• The business units is uploaded in bulk by importing it via .csv file. The .csv file size should be less than or equal to 4MB.
• Click Import. The following Import Business Units screen appears.

Create Users¶

To create single users:

1. Click Admin > Manage Users > Users. The following Manage Users screen appears.

2. Click Create New. The following Create User screen appears with relevant fields to be filled.

Import Bulk Users¶

• The users are uploaded in bulk by importing it via .csv file. The .csv file size should be less than or equal to 4MB.
• Click Import. The following Import Users screen appears.

Delete Users¶

Multiple users can be deleted either by selecting the specific user or by selecting all the users at a single select.

To delete users:

• Select the desired users > click Delete > deletes only the selected users (or)

• Select User Name column > click Delete > deletes all the users.

Export Users¶

The user’s details are exported to the Excel in .csv file.

To export users:

Click Export, to export details to the respective .csv file.

Publish Resources or Programs to Single Users¶

To add or publish resources to single users:

1. Online resources and programs can be added directly to the individual users. The added resources or programs, will be directly listed under My E-Learning Courses tab.
2. The request approval type resources when added directly, it bypasses the rule of approval from the reporting manager or administrator and will be listed under My E-Learning Courses tab.
3. The visual report displays the graphical user interface report of a particular user reporting to the administrator/super admin under the same business unit.
4. The consolidated report generates combined user report for both e-learning courses and the classroom trainings assigned to particular user.

• It displays particular user details such as name, status, type of resources, location details, scores, etc for the classroom trainings and e-learning courses. Refer User Report for more details.
• This report can be exported to the excel in the .csv file format.

5. The training cost report displays details on the individual user’s total instance cost for the attended and not attended classroom training.

Graphical View Report¶

• The consolidated visual progress chart is displayed for the reporting manager, administrator and all its listed reportees/users.

  1. For Reporting Managers: Displays the combined report of all the reportees reporting to the reporting managers.

  2. For Administrators: Displays the combined report of all the users reporting to the administrator/super admin under the same business unit.

• The consolidated visual chart is divided as follows:

  • E-learning Report
  • Login Report
  • Classroom Training Report
  • Feedback Report

• The e-Learning report displays the graphical user interface report for both e-learning programs and the resources.

• The feedback reports are classified as follows:

  • Participant Feedback
  • Trainer Feedback
  • Training Feedback
  • Question Analysis Report
  • Trainer Status Report

To access:

Click Admin > Manage Users > Users > Consolidated Report > Graphical View Report. The following OverAll User Progress Visual Chart screen appears as shown below.

OverAll User Progress Visual Chart¶

E-Learning¶

• The E-learning chart provides quick view on the resources count based on the status of the resources for the administrator/reporting manager.

• The status of the any resources can be either Completed, In-Progress or Not Started.
• The administrator/ reporting manager can click on the respective status tabs to check for the assigned resources progression of the users / reportees.
• At the administrator level: the latest 7 days, 30 days and 12 month chart display the e-Learning course count based on the respective status of each user under the same business unit.
• At the team level: the latest 7 days, 30 days and 12 month chart display the e-Learning course count based on the respective status of all the reportees reporting to a particular reporting manager.
• The resource based report displays the overall progress of the selected resource, i.e., total number of user status either as completed, in-progress or not started.
• The e-Learning report displays reportees listed under the reporting managers hierarchy and as for the administrator, the users listed under the administrator’s business unit will be displayed.

E-learning Program Chart¶

• The e-Learning program chart displays the overall program progress status of all the users.

• The e-learning program progress report for the reporting manger displays consolidated program status of the team reportees.

• The administrator e-learning program progress report, displays consolidated program status of all the users belonging to the administrator’s business unit.

  o E-learning program: Provides quick view of the programs count based on the status, i.e. completed, in-progress or not started by the team reportees/ users.

  o Program resources: Display a graphical representation of a particular program’s resource status count of the team reportees/ users on selecting the resource.

  o Forthcoming programs: By default, it displays a graphical representation of the programs that are to be added to the team reportees/ users for the next 30 days.

  o Forthcoming expire programs: By default, it displays a graphical representation of the programs that is about to expire by next 30 days for the team reportees/ users.

Classroom Training Progress Chart¶

Training¶

• At administrator/team level: the trainings instances published to the users or reportees by the administrator or reporting manager will be listed in the drop down list.
• The instance count is displayed based on the trainings published to the users/reportees by the administrator or reporting manager.

Recently Attended Trainings¶

• The training chart displays a graphical representation of the recently attended classroom trainings by the team reportees or by all the users for the last 30 days.
• The chart displays the complete month report of the training instance count for which the attendance is already taken.
• The entire month chart is split into the week-based chart

Enrolled Trainings for Next Quarter¶

• The chart displays total number of training programs, enrolled by the team reportees or by all the users for the next quarter.
• Enrolled consists of the following statuses like enrolled, pending approval, on waiting list and cancelled pending approval.
• By default, the chart displays a quarterly report starting from the current day to the end date of the month.
• When the users / reportees selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.

Upcoming Registration Closure Trainings¶

• The chart displays total number of training programs assigned to the team reportees or to all the users for the next 3 months, for which the registration date is yet to expire.
• It displays the instance count on the number of users / reportees not nominated for the training, i.e; it lists all the trainings listed under the Available Training tab.
• By default, the chart displays a quarterly report starting from the current day to the end date of the month.
• When the users / reportees selects a particular month, the chart displays complete quarterly report starting from the first date of the month till the end date of the month.

Login Report¶

• The login chart provides graphical representation of the users / reportees login count to the LMS everyday.

• At the administrator level: the latest 7 days, 30 days and 12 months login report displays a successful login count report of every user under the same business unit.
• The user wise visual chart is displayed only for the administrator.
• At the team level: the latest 7 days, 30 days and 12 months login report displays a successful login count report of all the reportees reporting to the reporting managers.

Note

1. The monthly chart is split into week-based chart.
2. User can also generate entire month & year wise chart.

Feedbacks¶

Training Feedback¶

• The training feedbacks are available to the administrator, trainer and reporting managers.

• The chart shows an analogy on the achieved participant feedbacks for each attended classroom trainings, that which is given by the trainer/ administrator.

• The training feedback report can be filtered based on the category, start date and end date.

• The training feedbacks must satisfy the below given 2 conditions:

  1. The classroom trainings must be attached with the participant feedback.
  2. Any one of the participants must give feedbacks on the respective trainings.

• The training feedback is calculated based on the average sum of users ratings for the training divided by the number of users rated for the trainings.

• There can be only one training feedback for each classroom training.

• The training feedback reports are displayed 5 per page.

• For the training feedback, the attendance must be taken by the trainer or the administrator.

Trainer Feedback¶

• The trainer feedback report is available to the administrator, reporting manager and also for the trainer.
• The trainer feedback report can be filtered based on the category, start date and end date.

• The trainer feedback must satisfy the below given 3 conditions:

  1. The user defined must be a trainer.
  2. The classroom trainings must be attached with the trainer feedback.
  3. Any one of the participants must give feedback on one training.

• The trainer feedback is given by the participants.

• The trainer feedback is calculated based on the feedback percentage given by the participants, for one training that the trainer is assigned to.

Trainer Status Report¶

• The trainer status report is available only for the trainer.
• The trainer status report is displayed based on the location status count, i.e., either Completed or Yet to Complete.

• The trainer is provided with the status count report on the number of trainings completed in the respective locations for the latest 7 days, 30 days, 3 months and 12 months for the trainings assigned to the trainer.
• A report on the status count for the upcoming 7 days, 30 days, 3 months and 12 months, is also displayed based on the number of trainings that is yet to be completed in the respective locations for the trainings assigned to the trainer.

Feedback Question Analysis Report¶

• The feedback question analysis report is available to the administrator and reporting manager.
• The feedback question analysis report displays, an average count on each question answered by the users / reprotees for any feedbacks.

• This is calculated based on the average sum of the ratings given by the user divided by number of users.
• The feedback analysis report can be filtered based on the feedback category.

Participant Feedbacks¶

• The participant feedback is available to the administrator and reporting manager.

• The participant feedback report can be filtered based on the category, start date and end date.
• The average feedback percentage of all the reportees / users, who have attended the classroom trainings, will be displayed.
• This is calculated based on the average sum of ratings provided by the trainers for all users on the particular trainings.

User Report¶

• The user report generates a complete progress report of all the users under same business unit, total usage, hours spent on both e-learning courses and classroom trainings.
• A filtered report can be generated based on the User Name, Start and End Date.
• This report can be exported to the excel in the .csv file format.

To access:

Click Admin > Manage Users > Users > Consolidated Report > User Report. The following Report screen appears as shown below.

TNI Report¶

• This generates detailed report on the training need identification (TNI) for the all the published users under the same business unit.

• To access:

  Click Admin > Manage Users > Users > Consolidated Report > TNI Report.

  

• Refer TNI Report under TNI for more details.

Training Cost Estimation¶

• The consolidated training cost estimation report displays each instance’s total cost for the attended and not attended classroom trainings by the users under same business unit.
• This report can be filtered based on the Username, Start and End date.
• The report is exported to the Excel in .csv file format.

To access training cost report:

* Click Consolidated Report > Training Cost Estimation. The following Consolidated Training Cost Details screen appears as shown below.

* Click Export to Excel to export the report to the .csv file.

Static Group Users¶

• The static user groups are added or removed manually and can be created with or without business units.

• Child properties are allowed.

• The entire group can be deleted by first removing all the users from the particular group.

• Procedure to add static users:

  • Click Users. The following List of Users screen appears displaying a list of users that are added to the respective group.
  
  • Click Add to add mapped business unit users to the group.
  • Click Remove to delete the static users.

Dynamic Group Users¶

• The dynamic user groups are created with or without business unit.
• Child properties are allowed.
• The users are added to the dynamic group by passing the query as a condition (AND/OR), that is filtered based on the following:

1. Parameters:

• User Name
• First Name
• Last Name
• Business Code
• Email
• Gender
• Designation
• Locations
• Manager
• Job Role

2. Conditions: =, =, <, >, <=, >=, Contains.

• Procedure to add dynamic users:

  • Click Edit Query. The following Edit Query screen appears where a query is passed to add the dynamic users.
  • Click Add to add the mapped business unit users. The count on the number of users added is also listed.
  • Click Users to view list of dynamic users added to the particular group. Example: Username = amit (AND/OR) > click Add.
  

To create group users:

1. Click Admin > Manage Users > User Groups. The following Manage User Groups screen appears as shown below.

2. Click Create New > select Static | Dynamic. The following Create User Group screen appear consisting of required fields to be filled.

Publish Resources or Add Programs to Group Users¶

• The resources or programs are published to the user groups.
• To publish resources/program:

* Click Publish Resources | Add Programs tab. The Publish Resources/Programs for the Group <group_name> screen appears to publish the resources or programs.

* Select resources or programs to be added from the Not Added Resources/Programs list to the Added Resources/Programs list and later map the resources or programs to the user groups.

• On user account:

* Online resources: are listed under Available E-Learning Courses tab, where the users are required to add the resources.

* Online programs: are listed under My E-Learning Courses tab > Upcoming tab.

Important

• The selected resources is added directly to the users by checking the Add Directly to Users. Once resources are added, it appears directly under My E-Learning Courses > Current tab, instead of the Upcoming tab on the user account.
• Request approval type resources when added directly, it bypasses the rule of approval from the reporting manager or administrator and gets listed under My E-Learning Courses tab.

• When checked, a mail is sent to the users regarding the published resources or programs.

Edit and Delete Group Users¶

To edit group users:

Click Edit . The Edit User Group screen appears with the chosen fields to be edited.

To delete group users:

Click Delete . It deletes the selected user groups.

My Users¶

• The My Users tab display reporting manager’s team, i.e. the number of reportees reporting to a particular reporting manager.
• If the business unit has a child business unit, then the users under the child business unit are also displayed which helps reporting manager to keep track on the number of reportees.

To access my users:

Click Team > My Users. The following Business Units Users screen appears displaying parent and child business unit users under each business unit.

User Consolidated Report and Details¶

• The consolidated report generates individual reportees report for both e-learning courses and the classroom trainings.
• It displays details such as name, status, type of resources, location details, score of classroom training and e-learning courses, etc.

To display consolidated report:

Click Report. The following user’s Consolidated Report screen appears displaying reportees report on the e-learning courses and the classroom trainings.

To view details:

Click Details. The Details screen appears displaying details on User name, First name, Last name, Email, Mobile and Business Unit.

Pending Action Plan Task Creation¶

• When the classroom training starts and attendance is taken by the administrator/ trainer, the action plan task is available for creation by the reporting manager under the Team > Pending Action Plan Task Creation tab.
• The reporting manager/supervisor creates action plan tasks for the completed classroom trainings.
• Multiple tasks can be created for a single action plan and the respective task count is displayed.

• On user account, the user must provide response to the newly assigned action plan task.

To create action plan task:

o Click Team > Pending Action Plan Task Creation. The following Pending Action Plan Task Creation screen appears as shown below.

o Click New Task to create new task for the action plan. The following Create Task screen appears as below.

o Fill-in the relevant details and click Submit.

To view action plan task details:

* Click Task Details displays information on the action plan task.

Pending Action Plan Task Review¶

• The reporting manager reviews the action plan task response sent by the user.

• The review process is done in 2 iterations:

  o Appraised: When the status is appraised, it signify end of the review.

  o Needs Improvment: When the status is needs improvement, it signify one more review attempt to be completed.

To access:

o Click Team > Pending Action Plan Task Review. The following Pending Action Plan Task Review screen appears as below.

o Click Review. The following Action Plan Details screen appears as shown below.

Supervisor Evaluation Feedback¶

• The supervisor/ reporting manager must give evaluation feedback to the users for the particular classroom training.
• The supervisor evaluation feedback is available to the supervisor/ reporting manager only if the evaluation feedback form is attached to the classroom training.
• The supervisor evaluation feedback settings is set at the tenant level.
• Based on the tenant set value the evaluation feedback is displayed to the supervisor.
• The evaluation feedback is given only once per user for the particular training instances.

To access:

* Click Team > Supervisor Evaluation Feedback. The following Supervisor Evaluation Feedback screen appears.

* Click Give Feedback to provide the feedback.

To view feedback given:

* Click Feedback Given. The following Feedback Given screen appears listing all the supervisor evaluation feedbacks given by the supervisor/ reporting manager.

* Click View Feedback to see the feedbacks given by the supervisor/ reporting manager to user for the particular training.

Note

The feedbacks can be filtered based on the Start & End date, Training name and User name.

My Training Schedule¶

The Training Schedule tab displays a list of the trainings assigned to the trainer. The trainer performs the following tasks:

• View user’s report on the assigned trainings.
• Take attendance of users for a particular training.
• View training attendance details.
• View trainer session details of a particular training.
• View trainer’s feedback.
• Give participants feedback.

Users’ Detail¶

• Trainer must give the participant feedback on the users enrolled for the trainings.

• The users’ detail displays status report on the particular user enrolled for the classroom trainings, like:

  • Enrolled
  • On Waiting List
  • Pending Approval
  • Rejected

To access details:

Click Users. The following Users Details screen appears displaying details of the users who have attended the training.

Take Attendance¶

The take attendance screen allows the trainers to take the attendance of the users enrolled for the classroom training.

To take attendance:

* Click Take Attendance . The following Take Attendance screen appears.

* Select the user name > click Submit.

* Reason field is filled, only if the user is not attending the training session.

Attendance Details¶

The attendance details screen displays attendance information of the users who are enrolled and present for the classroom trainings.

To view attendance details:

Click Attendance Details . The following Attendance Details screen appears displaying attendance details.

Session Details¶

The session details screen displays the trainer’s classroom training session information.

To view session details:

Click Session Details. The following Session Details screen appears displaying details.

Manage Leaves¶

• The Internal-Trainer can apply for the leave at any time.
• The leaves applied will be reflected during creation of the new trainings.
• Based on the trainer availability, the respective classroom training will be assigned.

To manage leaves:

Click Create Leave. The following Create Leave screen appears with relevant fields to be filled.

Trainings¶

• The Trainings tab displays the classroom trainings allocated to the trainer.
• The trainer can only view the My Training, Available Training and Company Trainings tabs of the particular classroom training.

To access training:

Click Classroom > Trainings. It is redirected to Trainings screen.

Trainer Pending Attendance¶

The trainer’s pending attendance displays a list of all the pending user attendance to be taken by the trainer for the assigned classroom training instances.

To take pending attendance:

Click Classroom > Pending Attendance. The following Pending Attendance screen appears displaying pending attendance details.

Create Digital Category¶

To create digital category:

Click Create New. The following Add Category screen appears with the respective details to be filled.

Edit, Delete and View Digital Category Details¶

To edit digital category:

Click Edit . The Edit Category screen appears with the chosen fields to be edited.

To delete digital category:

Click Delete . An alert box is displayed with the following message: “Do you want to delete the category Category_Name?” click Ok or Cancel.

To view digital category details:

Click Details . The Digital Category Details screen appears displaying details of the particular library category.

Create New Forum¶

To create forum:

• Click Create New. The following Create Forum screen appears with the respective fields to be filled.
• A new forum is created.

Delete Forum¶

To delete forum:

Click Delete . An alert box is displayed with the following message: “This forum contains thread, Are you sure you want to delete?”, click Ok or Cancel.

Participate in the Forum¶

• Click on the selected forum name to participate in the discussions. The following Manage Threads screen appears displaying lists of threads for the discussion.

• User participations are based on 2 scenarios:

o Scenario 1: Users can start a discussion on the new thread > click Start New Thread.

o Scenario 2: Users can discuss on the existing threads and post replies by clicking on the selected thread name.

Advantages of Classroom Trainings¶

• Classroom training allows the instructor/trainer to instruct a large group of people/trainees using various techniques.
• The classroom provides long-term benefits compared to online or one-to-one training.
• Classroom allows training people for a fixed period of time under controlled space without being distracted by various demands.
• Classroom helps in maintaining the training costs for small sized groups and is less expensive.

To access training modules:

o Click Admin > Classroom.

o The classroom training module is classified into the following types:

View Attendance Details¶

The view attendance details, display information’s of users who attended and present for the classroom trainings.

To view attendance details:

Click Attendance Details . The following Attendance Details screen appears displaying the details.

Session Details¶

The session details display information’s on particular classroom training such as the session name, sessions date & time, session trainer, room layout used for the particular classroom trainings.

To view session details:

• Click Session Details. A pop-up screen appears displaying the session details.

• Details on WebEx sessions hosted by the administrator and attended by the user’s are also displayed.

View Trainers Feedback¶

The trainers feedback screen displays the feedback report on the trainers.

To view trainer’s feedback:

• Click View Trainers Feedback. The following Trainers List screen appears displaying trainer details.

• View feedback of the selected trainer.

• Click View Feedback. The following Feedback Report Details screen appears displaying details on the trainer’s feedback report.

View Training Feedback¶

• The training feedback displays, the report on feedbacks given by the users on the respective classroom trainings conducted.

• This training feedback report can be exported to the Excel in the .csv file format.

To view training feedback:

Click View Training Feedback. The following Feedback Report Details screen appears displaying on training feedback report.

Available Training¶

• The available training tab displays a list of classroom trainings published to the users.

• The trainings available are viewed as either List or Calendar based on month, week or day.

• The users must click , to add the respective trainings to the training plan.

  Note

  If the training is of request approval type, then a request is sent to the reporting manager/administrator for the training approval.

• The added trainings will be listed under My Trainings tab.

  Note

  The request approval type trainings once approved will be listed under this tab.

• This tab is available to all the users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.

To access available training:

Click Available Training tab > Calendar View | List View.

To add training:

Calendar View | List View > click Add to Training.

My Training¶

• The user nominates to the training by adding it from Available Trainings tab to My Training tab.
• The My Training tab lists users enrolled and ready to attend the trainings.
• The trainings available are viewed as either List or Calendar based on month, week or day.
• The trainings can be filtered based on categories.
• This is available to all users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.

To access my training:

Click My Training tab > Calendar View | List View.

The trainings listed are divided into 6 states:

• When the user completes training program the users must provide the following details listed under the List View tab:

- : The user must provide feedbacks on trainers, trainings and can view participant’s feedback.

- : Users not attending the trainings can cancel the training nominations.

- : It displays WebEx session details for the users.

- : Users can download the course completion certificate for SCORM, AICC, xAPI courses and the classroom trainings.

- : Users must provide response to the attached action plan task for the classroom trainings.

* To provide response to the action plan task, click Review link.

* The following Action Plan Details screen appears as shown below.

* The user must provide action plan response as a comment and submit it to the reporting manager for the review.

* The reporting manager reviews the response and sends it back to the user.

- : It allows users to upload the pre-work resources and also displays any resources uploaded by the administrator.

- :

o Pre-test Assessments: The pre-test can be accessed before the training starts.

o Post-test Assessments: The post-test can be accessed after the training is completed.

Note

The assessment test correct answers are displayed only at the end of the post-test assessments.

- : Users can participate in discussion forums on the classroom trainings and the post replies.

- : Users can download the reference materials related to the classroom training.

Team Trainings¶

• The team trainings tab, is displayed only for reporting manager and administrator who can also play the role of a reporting manager, but this tab does not display for the trainers and learners.
• It displays respective training programs published to all its reportees.
• The confirmed user’s training details under particular training program along with their user status are displayed.
• If any of the confirmed users does not report to their reporting manager, then such user’s training details will not available to the reporting manager.

To access team trainings:

Click Team Trainings tab > Calendar View | List View.

Company Trainings¶

• The company trainings tab, displays entire training programs conducted by the company in the current month.
• The non-nominated users can nominate themselves by adding the training programs to his/her training plan.
• This tab is available to all the users such as super administrator, administrator, system administrator, reporting manager, trainer and learners.

To access company trainings:

Click Company Training tab > Calendar View | List View.

My Action Plans¶

• The newly assigned action plan tasks by the reporting manager will be listed under this tab.
• The user must provide response to the assigned action plan task.

• The action plan task response details is sent to the reporting manager/ supervisor for the review.
• The reporting manager reviews the response and sends it back to the user.

To provide action plan task response:

* Click My Action Plans. The following Action Plan Task Details screen appears as shown below.

* Click Review. The following Action Plan Details screen appears as shown below.

My Training Cost¶

• The training cost displays the total cost on each classroom trainings enrolled by the user.
• The training cost screen displays the cost details for the attended and not-attended classroom trainings by the user.

To access training cost:

* Click Classroom > Training Cost. The following Training Cost Details screen appears as shown.

* Click Export to Excel to export the training cost details to .csv file.

My Approvals¶

• Every reportees classroom training request is displayed under My Approvals tab.
• The approval level depends on the tenant settings.
• LMS supports two-level of approvals under each business units.
• Only the administrator and reporting managers have access to the My Approvals tab.

To view approvals:

Click Classroom > My Approvals. The following My Approvals screen appears displaying a list of trainings to be approved or rejected by the reporting manager/administrator.

Advantages of E-Learning¶

• E-learning facilitates cost-effective learning and saves learners time.
• E-learning provides opportunities for learners to study anywhere at any time by accessing computer or internet connections.
• E-learning helps to track learners and instructors progress reports.
• E-learning allows learners to learn at their own pace by providing interactive learning modules with the aim of understanding complete process.
• E-learning allows learners to join forums, chat rooms and take online tests.

Features of Online Learning¶

• Resources: It consists of programs, assessments, feedback, survey, polls created by the administrator.
• Publishing and Assigning Program/Resources: Administrator can assign specific program/resources to users (individual/group users).
• Digital Library: It consists of learning resources shared by users.
• Approvals: It facilitates reporting manager and administrator to approve the request, raised by users for the private resources.
• Reports: It consists of various progress reports for the administrator and users.

Resources¶

• The administrator can add, modify and view the resources.

• The resources are of the following types:

  1. Online courses
  2. Online programs
  3. Assessments
  4. Feedback
  5. Survey
  6. Polls

Edit Properties¶

1. For AICC, SCORM and Experience API courses:

The administrator has the privilege to make any resources as a private resource; i.e. the user must send request to the administrator or reporting manager to access the resources.

To edit resources:

Click Edit Properties. The following Edit Resource screen appears with the relevant fields to be edited.

2. For Custom Content Type (CCT) Compliant:

The assessment test, feedbacks forms and the custom content type compliant such as URL, Documents and Videos can be made as a private resource.

To edit Assessments, Feedbacks and CCT resources (URL, Documents &Videos):

Click Edit Properties. The Edit Resource screen appears with the relevant fields to be edited.

Delete and Display Details of Online Courses¶

To delete online courses:

Click Delete. It deletes the selected compliant.

To display online course details:

Click Details. The Details screen appears displaying details regarding the online courses.

User Progress¶

To access:

Click User Progress. The following User Progress screen appears displaying progress report of the users who has taken the resources of type AICC, SCORM 1.2, Experienced API courses, Assessments and the duration of time taken.

Based on the mastery score the user status is determined as either:

• Completed:

o When the user completes the resources and achieves the mastery score. (or)

o When the user visits all the pages.

• Not Completed:

o When the user does not complete the resources and do not achieve the mastery score. (or)

o When the user do not visits all the pages.

Edit Content¶

The Edit Content allows the administrator to edit the resource content for the Documents, Experience API (xAPI) courses, Video and URL.

The edit content:

Click Edit Content. The Edit Resources screen appears with the Custom Content Type resources such as Document, Experience API, Video and URL to be edited by uploading a new CCT.

• For Document CCT type: The Current Document tab displays the latest document uploaded by the users.

  

• For Experience API CCT type:

  

• For Video CCT type:

  

Note

The administrator can edit the poste by manually uploading it or by providing a new poster URL.

• For URL CCT type:

  

Is Pinned¶

When checked, on user account the resources will be listed at the top i.e. it will be displayed as the latest resources under Available Resources tab.

Edit Portable¶

For SCORM and Experience API (xAPI) courses:

• The SCORM 1.2 and Experience API (xAPI) courses are disabled while uploading, it can then be enabled by clicking portable link, under Edit Portable for SCORM 1.2 courses and Edit Content for the Experience API (xAPI) courses.
• The following Edit Probable screen for SCORM 1.2 courses and Edit Properties screen for Experience API (xAPI) courses appears, for the administrator to upload the courses.
• The URL path for the online courses is displayed in the Portable URL field.

Formula for Status Completion:¶

Encryption and Decryption of Course Data¶

• The courses are accessed by installing the portable application to the local system and playing the course locally.
• The user must use only Internet Explorer (IE), to install the application.
• Once installed, the user can access the course via portable application from the local system.
• The portable application is launched automatically when the system starts up every time and the application is synched based on the availability of internet.
• The portable application is installed in a unique system and for unique users only. If other users are trying to access the portable application from their system, a request must be sent to the administrator.
• The application has a password based encryption and decryption method for the course data.
• On clicking the download link, the courses are saved to the local system in a ZIP file.
• Post course download, the portable application encrypts the course data by giving the password. This encryption process is automatically performed by the portable application post course download.
• The course file and all its related support files remain in encrypted format, which in-turn avoids decryption of the course to be played onto the other systems.
• Refresh time is set for any actions performed on the portable, which will be reflected after the set time.
• The course download process, can be paused in the middle and then be resumed later. Once resumed, the course starts downloading from the point (MB) it was suspended earlier.

LMS API Token System¶

• The API token security is created to avoid anonymous users from accessing the LearnTrak application.
• When a user logs onto the portable for the first time, the server creates a token for each user as a part of the user authentication process.
• The token has the expiry time of 14 days.
• When the token expires, the user must login to the portable again and renew it for next 14 days, where it asks for the user password and the username remains the same.

Create New Program¶

• The online programs are always created with Start and End date.
• The users must complete the program within the set start and end date & time.

To create new program:

Click Create New. The following Create Program screen appears with the respective fields to be filled.

Important

• When the Force Resources Ordering is set to ‘Yes’,vthe administrator must select and add the resources for the particular program manually.
• After adding the resources, it is published to single user or group users.
• Selected resources, can then be rearranged manually in the desired order.
• At user account, the program resources must be played in set order or else application displays a warning message.

• When the Pre-requisite is checked, it displays the list of pre-requisite programs to be selected from dropdown list.
• Resources are selected and added manually for that particular external-pre-requisite program.
• After adding the resources they are published to single user or group users.
• Selected resources can then be re-arranged manually in the desired order.
• At user account, the selected pre-requisite program must be completed first, in order to move to the next pre-requisite program.
• If the user does not complete the prerequisite program, a warning message is displayed

Edit, Delete and Details of Programs¶

To edit program:

Click Edit. The Edit Program screen appears with the chosen fields to be edited.

To delete program:

Click Delete. It automatically deletes the program resources.

To view program details:

Click Details. The Program Details screen appears displaying online program details

Add/Remove Resources or Programs¶

• To add programs:

  Click Add/Remove Resources. The following Add/Remove Resource for Program screen appears where the administrator must select the programs to be added from the Not Added Resources list at the right to the Added Resources list at the left in the screen.

• To remove the resources:

  Click Remove button under Added Resources list.

• After adding the resources and programs, it must be published to the single user/group users.

• To publish resources or programs to user groups:

  Click Admin > User Groups > Manage User Groups > Add Resources |Programs. The Add Resources | Programs for the Group screen appears where the resources or programs must be selected and added to the user groups.

Available Courses¶

The resources published to the users such as the Feedback, Document, URL, Assessments, Videos, Experience API, AICC and SCORM courses are listed under Available Courses tab.

• This tab is classified into 2 sub-tabs:

  1. E-learning Courses: The e-learning standards AICC, SCORM and Experience API (xAPI) courses are listed under this tab.
  2. Other Resources: Resources like Documents, URL, Videos, Feedbacks and Assessments are listed under this tab.

• Based on the categories the respective resources are displayed representing tree structure.

• Each parent category can have multiple child categories.

• The parent category displays total count of resources.

• To access available courses:

  • Click E-Learning > Available E-Learning Courses tab. The following Available E-Learning Resources screen appears as shown below.

    

  • Select the resources to be added > click Add.

  • Request approval type resources requires users to send the request to the administrator or the reporting manager.

  • To send resources request > click Send Request.

  • Once resources request is approved by reporting manager the users can access it.

  • After resources are added from Available Courses tab, it will be listed under My E-Learning Courses tab, where the users can access the assigned courses.

My E-Learning Activity¶

• The My E-Learning courses lists both e-learning resources and online programs under Current tab.
• Click Launch to play the course.
• The online programs published are listed directly under My E-Learning Resources > Upcoming tab.
• When the programs start time equals to system time, the program moves to Current tab where the user must launch it and complete it within the set date & time of the program completion.
• To access my e-learning courses:
  • Click E-learning > My E-learning Resources tab. The E-learning Resources screen appears.

My E-Learning activity is divided into 4 tabs:

1. Current:

• This tab displays resources and programs that is added recently.
• It displays programs with start date & time equal to server date & time.
• Click Launch to play the course.
• The Progress checks the progress report on the current course.
• The Details display resources and programs information that is assigned to the user.

2. Upcoming:

• This tab displays future programs that have start date & time greater than the current date & time.
• The programs list under Current tab when start date-time equals to the current date & time.
• The programs published will be listed under this tab at the user account.

3. Completed:

• The resources or programs that is completed are listed under the this tab.
• A program consisting of completed resources is also listed.
• Incomplete resources of completed program is listed, but it cannot be restored until all the resources of the program reach completed state.
• To restore programs or resources > click Launch.
• View Resources tab displays all the added resources of a particular program.
• Users can Download Certificate after completing the course.
• Users can view the Progress report of the completed course.
• Users can view Details of the competed course.

4. Elapsed:

• This tab displays all the finished programs, where the start date & time and end date & time is less than the current system date & time.
• If the user needs to retake the expired program, it can be renewed by clicking Renew Program.
• Request approval or rejection must be sent to administrator for renewal of expired programs.

TNI Source¶

To access TNI Source:

Click Admin > TNI > TNI Source. The following Manage TNI Sources screen appears.

TNI Period¶

To access TNI Period:

Click Admin > TNI > Period. The following Manage TNI Period screen appears.

Mapping TNI to the Users¶

• The training need identification (TNI) can be accssed by mapping the TNI source and period to the selected users’.
• The mapped TNI appears at user dashboard.
• The user must then click the TNI name, to add it to either classroom trainings/ external trainings/ e-learning resources.

The TNI mapping is done as follows:

• Click Admin > TNI > Import. The following Import TNI Scource screen appears to upload the TNI source via .csv file.

  

• Click Import to upload the .csv file.

Note

The .csv file size should be less than or equal to 4MB. Refer Bulk Uploading Process under Import Bulk Users.

• On user account:

  * Click the TNI Name. The following TNI Map screen appears to map either e-learning resources/ classroom trainings/ external trainings.

  

  * Select the e-learning resources/ classroom trainings/ external trainings from the dropdown list.

  * Click Map.

  * The mapped e-learning resources/ classroom trainings/ external trainings will be listed as shown below.

  

  * Click Complete Mapping.

  * The user can re-map classroom trainings/ external trainings/ e-learning resources by clicking .

TNI Report¶

• The TNI report generates detailed report on the training need identification published either to a individual user or group users.
• The TNI report is filtered based on TNI Period, Department and User.
• The report is exported to the Excel in .csv file format.

To access report:

The TNI report is accessed in 2 ways:

1. Individual user report from user dashboard:

   Click TNI at user dashboard.

   

2. Multiple users’ report from admin account:

   Click Admin > TNI > Report. The following TNI Report screen appears.

   

Create Competency Categories¶

To create categories:

Click Create New. The following Create screen appears with the respective fields to be filled.

Create Competency¶

To access competency

Click Admin > Competency > Competencies. The following Manage Competency screen appears as shown below.

To create competency:

Click Create New. The following Manage Competency appears with the respective fields to be filled.

Create Competency Job Role¶

To access job role:

Click Admin > Competency > Job Role. The following Manage Job Roles screen appears as shown below.

To create job role:

Click Create New. The following Create Job Roles appears with the respective fields to be filled.

E-learning Resources/Programs Certificates¶

Procedure to generated e-learning resource certificates:

• Step 1: Select the online resources (AICC/SCORM/xAPI courses) from the dropdown list.

• Step 2: Select a single user or bulk users to send mail (or)

• Step 3: Download the certificate.

Note

The dropdown list displays a list of user’s detail who have completed the course (AICC/SCORM/xAPI) successfully.

To access:

Click Certificate > E-Learning Resource. The following E-learning Resource Certificate screen appears as below.

Classroom Training Certificates¶

Procedure to generate classroom training certificate:

• Step 1: Select classroom training from the dropdown list.

• Step 2: Select its respective training instance.

• Step 3: Select a single user or bulk users to send mail (or)

• Step 4: Download the certificate.

Note

The dropdown list displays a list of user’s detail who have completed the classroom training successfully.

To access:

Click Certificate > Classroom. The following Classroom Training Certificate screen appears as below.

Create New Flexi Report¶

To create report:

Click Create New. The following New Report screen appears with the respective details to be filled.

Edit Query¶

• Edit query generates reports that are filtered based on the parameters passed as a query (AND/OR) using conditions like =, ! =, and Contains operator.
• The Contains operator matches against only the specific word in the given string.

Example: Username = amit (AND/OR) > click Add.

To edit query:

• Click Edit Query. The following Edit Query screen appears where a query is passed.
• Click , to add the required fields.
• Click View Report, to view the filtered reports based on the selected fields.

To update query:

Click Edit . The following Update Query screen appears with the chosen fields to be updated.

To remove query:

Click Remove . It deletes the selected query.

Schedule¶

• The flexi report is sent to the selected administrator of different business units on the scheduled basis, i.e. either daily/weekly/monthly based on the requirements.
• The scheduled reports are mailed automatically to the respective administrator based on the set date and time.
• An .csv file report is attached to the mail and sent to the respective user’s mail-ID.

To schedule report:

Click Schedule. The following Schedule screen appears with the schedule details.

Edit and Delete Reports¶

To edit report:

Click Edit . The Edit Report screen appears with the chosen fields to be edited.

To delete report:

Click Delete . An alert box is displayed with the following message: “Do you want to delete the report Name of the Report?” click Ok or Cancel.

View Report¶

To view report details:

Click View Report. The <User Login> Report screen appears displaying report details.

SMS Template¶

• An SMS event notification can also be sent to the users by checking the Send SMS option.
• The default SMS message templates are integrated with the SMS gateway settings and based on the settings the messages are sent & received by the users.

To access SMS template:

Click Edit . The Edit Email Template screen appears with the selected fields to be edited.

Edit Template¶

Create New WebEx Account¶

To create WebEx account:

Click Create New. The following Create screen appears with the relevant details to be filled.

Host and Attend WebEx Session¶

To host session: by Admin

• A WebEx training session must be created and published to the users.

• After it is published to the users the administrator must host the WebEx session.

• The WebEx session can be hosted only before the set start time.

• Click Session Details. The following pop-up Session Details screen appears displaying session details.

• Click Host to host the WebEx session. It is redirected to the Cisco WebEx Session to participate.

Example: If training session duration is set to 15 min, then the WebEx can be hosted only 15 min before the WebEx session starts.

To attend session: by Users

• After users add the WebEx training session to the training plan > click Session Details, a pop-up Session Details screen appears displaying session details.

• Click Attend. The user is directly connected to the Cisco WebEx Session to participate.

Edit and Delete WebEx Account¶

To edit WebEx account:

Click Edit . The Edit WebEx Accounts screen appears with the chosen fields to be edited.

To delete WebEx account:

Click Delete . It deletes the WebEx account.

Create Certificate Template¶

To create template:

Click Create New. The following Create Certificate screen appears with the relevant details to be filled.

Edit and Delete Certificate Template¶

To edit template:

Click Edit . The Edit Certificate screen appears with the chosen fields to be edited.

To delete template:

Click Delete . An alert box is displayed with the following message: “Do you want to delete the Certificate Template Name?”, click Ok or Cancel.

Edit Reminder Settings¶

To edit reminder:

Click Edit . The following Edit Reminder screen appears with the respective fields to be edited.

Advantages of Gamification¶

• Gamification tasks are collections of points and some kind of rewards.
• It motivates user’s to take some actions, irrespective of winning or losing.
• Gamification is cheap and easy.
• In gamification, the game features are added without making too many changes to the actual content.

Gamification Reward Types¶

• The implementation of gamification in LMS, is to develop interest and effective interaction of users with the LMS and also to solve the problems.
• In LMS, the gamification feature can be enabled or disabled at the tenant level.
• By default, the Leaderboard lists the top 5 contenders at company level (or) it can also display the top 5 contenders at business unit level by enabling the business unit settings at tenant level.
• The gamification components such as Points, Badges & Leaderboards are used in LMS to achieve desired objectives.
• The LMS gamification supports 2 types of rewards:

1. Points

2. Badges

• The points and badges are awarded to the users for accessing the Survey, Polls, Assessments and the e-learning courses like AICC & SCORM.
• The points are rewarded to the users, based on the action points achieved for accessing the Survey, Polls, Assessments, AICC and SCORM.

o Points are used to track user progress and also to unlock new levels.

• The badges are awarded to the users who has achieved the set challenges.

o Users can gain multiple badges.

o Different badges are gained in achieving each action point.

• The LMS gamification levels are determined based on the user achieved action points.
• The LMS Leaderboard displays, list of the reward details of the top ranked contenders on the Main Menu Leaderboard.

o The users can access their respective Leaderboard activities under My Leaderboard and My Points.

o The administrator can handle the administrative Leaderboard activities under User Leaderboard.

• The LMS supports 2 types of rewards:

1. Points: Points are rewarded to the users, based on the achievements that are considered most valuable.

o Points can be used to track user progress and also to unlock new levels.

o The LMS awards points to the users based on the following 9 action points:

- Users are awarded points for logging into the LMS, for the first time.

Note

• Administrator maintains log details for each user login to the LMS.

- Users are awarded points for logging into the LMS everyday, for at least 30 minutes.

- Users are awarded points for answering all the polls.

- Users are awarded points for answering all the polls, within 24 hours.

- Users are awarded points for answering all the surveys.

- Users are awarded points for answering all the surveys, within 24 hours.

- Users are awarded points for accessing the first assigned course.

Note

• Any of the courses like AICC/ SCORM (or) Assessments launched for the first time in the portal, the points are assigned.
• Points are not defined for the type of course.

- Users are awarded points on completion of each course, i.e., AICC/ SCORM (or) Assessments.

- Users are awarded points on completion of the course, at the first attempt.

2. Badges: Badges are awarded to the users who has achieved the desired behaviors.

o In LMS, users can gain multiple badges.

o Different badges are gained for each action points.

o The LMS awards users with 4 types of badges:

a. Newbie: Badge is awarded to the user who has completed the courses 100%, in the first attempt.

b. Achiever: Badge is awarded to the user who has completed any three courses consecutively.

c. Explorer: Badge is awarded to the user who has completed any three courses 100% consecutively.

d. Superstar: Badge is awarded to the user who has completed any three courses 100% consecutively, in the first attempt.

3. Levels: The LMS gamification levels are determined based on the user achieved action points.

• The levels are gained based on the scored points.

• The points limit is set at the tenant level.

• The LMS gamification supports 5 levels, such as:

L1: Beginner

L2: Intermediate

L3: Advanced

L4: Professional

L5: Guru

LMS Leaderboard¶

• The Leaderboard provides visual display of the users state with respect to other learners. It helps users to evaluate self-performance, subjective to other users and in-turn fueling more competitiveness and deeper engagement to the LMS.
• The users by default, can see a list of all the top 5 ranked contenders across the tenant level irrespective of business unit (BU).
• If the business unit settings are enabled at tenant level, the users can see a list of top 5 contenders from the same business unit as well as from the child business units.
• The functionality of the Leaderboard in LMS gamification is classified as follows:

1. Leaderboard on Main Menu:

   The Leaderboard lists the reward details of the top 5 ranked contenders based on 2 conditions:

   o Condition 1: The top 5 contenders achieved points & badges are displayed, based on the tenant level. (OR)

   o Condition 2: The top 5 contenders achieved points & badges are displayed, based on the business unit (BU) hierarchy structure.

   o The users who have earned maximum badges with maximum points are displayed at the top of the chart.

   o To access Leaderboard:

   Click Leaderboard. The following Ranking the Top 5 Contenders screen appears as shown below.

   

2. Admin > User Leaderboard:

   o The User Leaderboard lists, reward points scored and the badges gained by all the users at different levels at both tenant level and business unit level.

   o The administrator can view the top ranked users who have earned maximum badges with maximum points.

   o Reward details of each and every user can be filtered based on the selected action points listed in the drop down list.

3. Dashboard Widgets: Displays short preview of the Leaderboard.

4. My Leaderboard: Displays the reward points scored & badges gained by the particular user at different levels.

   o To access My Leaderboard:

   Click Username > My Leaderboard. The following My Leaderbaord screen appears as below.

   

5. My Points:

   o It displays the reward points scored by the particular user at different levels.

   o Points scored by the user can be filtered based on the selected action points, listed in the drop down list.

   o To access my points:

   Click Username > My Points. The following Reward Points screen appears as shown below.