LMS365 On-Premises 4.8 REM User Guide

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For Microsoft SharePoint Server

Registration & Enrollment Module & Dashboard User Guide

Version 4.8.0.x
 

 

  1. HOME PAGE MANAGEMENT

The Home Page contains different tools for managing registration and enrollment process. The page is REM home page for all type of users. From the page users can search courses using search field, navigate to the Course Catalog Search page, to My Dashboard and to the REM Settings page (Administration page is displayed for administrator role only) using links or icons:

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To edit the Home Page, do the following:

  1. 1. Click the Edit button Picture 5 on the ribbon. The Editing tab will appear on the toolbar. You can make different changes in the main zone that is change text layout; apply styles and formatting to the text;

  2. 2. When finished, click Save to exit the Editing mode and save the changes:

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Click My Dashboard link to go to the SharePoint Dashboard home page. Dashboard site is intended to be a reference point for managers and employees in performing their daily tasks with training:

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    1. 1.1 Gamification Web Part

Gamification web part shows a list of top learners ranked by parameter specified in the settings (Completed Learning Activities or Earned Training Points). Top 3 users in the list are marked with special colored badges (golden, silver and bronze). All other users in the list (for example, if 10 users are included in the top list) have black badges. If 2 users have the same value, they are ordered by the date when they got the value:

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After Gamification functionality is configured (for detailed information on features configuration see ‘My Dashboard’ section of LMS365 On-Premises 4.8 Installation and Configuration Guide), a Gamification page with already configured web part is added to page library (path: 'SitePages/Dashboard/Gamification.aspx')

By default, Gamification page contains 3 tabs: ‘Today’, ‘This Week’ and ‘This Month’ which show registrations completed in the corresponding period (in fact each tab is a separate Gamification web part with different settings).

To change settings of the Gamification web part, do the following:

  1. 1. Click the Edit button Picture 321 on the ribbon of the page;

  2. 2. Choose the web part you need to edit and click Edit Web Part:

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  1. 3. Expand category Miscellaneous and change the options according to your needs:

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Show deactivated users – users with active/incomplete CCM profiles are shown by default in web part; to show users with deactivated profiles check this option

How many users to show – type the number of users to be displayed in the list (default value is 10)

Show the number of – select the parameter by which learners are ranked in the list:

  • Completed Training Activities learners are ranked by the number of completed registrations to REM Courses (if user has completed the same course 2 or more times all his completions are counted as separate registrations);

  • Earned Training Points  learners are ranked by the number of earned training points;

  • Earned Training Points (incl. expired certificates) learners are ranked by the number of earned training points including training points from the expired certificates.

Period – select period to display completed registrations for (all 4 modes can be displayed by adding 4 'gamification' web parts on a page with different period):

  • • Today - it is a period from '0 hours 0 minutes today' to 'current' time.

  • • This Week - it is a period from '0 hours 0 minutes of first day of week' to 'current' time. The first day of week can be changed in 'Regional Settings'.

  • • This Month - it is a period from '0 hours 0 minutes of first day of month' to 'current' time.

  • • Last X Days - it is a period from '0 hours 0 minutes of current day minus specified days' to 'current' time.

Show Columns – enable checkboxes next to columns to display information about top learners:

  • • Department (information is taken from CCM user profile);

  • • Profile image (information is taken from CCM user profile);

  • • Job (information is taken from CCM user profile);

  • • Badge/Position (colored or black badges indication position in the top list);

  • • Points (information from REM);

  • • Name (information is taken from CCM user profile);

  • • Name (login name) (information is taken from CCM user profile).

Select Users – this setting allows selecting users for the list from All Users or from Filtered Users. The following filtering options are available:

  • • Department;

  • • Job;

  • • Hired Date (hired last X days).

The filter shows in the 'Gamification' web part only users who completely correspond to all conditions.

  1. 4. Click Apply button to save the changes or Cancel button to discard them;

  2. 5. Click Save button on the ribbon to save the page.

  1. COURSE CATALOG PAGE

Course Catalog Page allows users to search and view courses available for enrollment, apply various search filters and navigate to the course details page:

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Once the content is crawled it is possible to search courses by the following shared fields:

  • • Course Title;

  • • Course Type;

  • • Course Category;

  • • Course Short & Long Description;

  • • Course Competency;

  • • Course Materials;

  • • Teachers.

By default the page also contains the following filters to narrow down the search:

  1. 1. Course Category Refinement Panel – shows links that by default apply filters by Course Category field from Courses list (it can be configured to any other list and any other managed metadata field from the list):

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  1. 2. Course Type Refinement Panel – shows links that by default apply filters by Course Type field from Courses list (it can be configured to any other list and any other managed metadata field from the list):

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NOTE:

Common ‘e-Learning’ course type stands here both for e-Learning course sites and e-Learning content packages.

  1. 3. Course Access Period filter – allows applying filter by Course Start and End Dates:

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To add other filters enter the page edit mode and change the settings of the Courses Search Refinement web part:

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Choose additional Refiners to be added to filters:

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The selected refiners will appear on the courses search page:

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  1. USER ROLES AND PERMISSIONS

    1. 3.1 REM User Roles

The SharePoint REM security model is based on Microsoft Office SharePoint Server security but is simplified in terms of items, lists and libraries permission management.

By default, the SharePoint REM security model includes User Roles on the following levels:

Visitors – such users have same permissions as anonymous users, they could only enroll in course offerings; once a visitor enrolls he is added to Learners group. By default, everyone is added to this group;

Learners – such users have read permissions to site and are able to enroll into course offerings;

Teachers – such users can enroll users into their courses and manage registrations via dashboard Teacher area;

Line Managers – such users can approve/reject enrollment requests from their staff. Line Manager is a user specified in ‘Manager’ property of user’s CCM profile;

LMS Administrators – such users have contribute permissions to site; they can access to all REM Settings functionalities; Add and Customize Pages, manage Courses, Course Offerings and Registrations from the Courses list, enroll users, manage REM e-mails and various text and enrollment templates, operate the Reporting feature;

NOTE:

We recommend adding an AD group to the REM LMS Administrators group and also adding the same AD group to the LMS Technical Administrators. This will allow the LMS Administrators to help with the administration of any LMS course sites without being registered as a teacher in REM and/or LMS site.

Please refer to the SharePoint LMS Teacher Guide section “SharePoint LMS User Roles and Permissions” for how to add LMS Technical Administrators.

Local Administrators – such users have contribute permissions to site, they cannot grant permissions and access site settings.

NOTE:

Any design changes to the catalog, pages, web parts should be done by skilled SharePoint people that should be added to the Designers SharePoint Group and also LMS Administrators if they also need to do manage the application lists inside the catalog.

Only SharePoint administrators and/or trained SharePoint personnel should be granted the Site Collection Administrators permissions and ELEARNINGFORCE recommend only granting the minimum required permissions to people without proper SharePoint training.

To specify the permission settings, go to Settings > Site Settings > Site Permissions (to do it, a user should have Global Administrator rights):

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  • − Grant Permissions – click the button to open the editing form: select the needed user and specify the list of permissions that will be granted. You can optionally send a welcome e-mail notifying on gaining new permissions;

  • − Create Group – click the button to open the editing form: you will be offered to create a new SharePoint user group;

  • − Edit User Permissions – check the box against the needed user/user group and click the button to open the editing form: check the box against the needed permission levels;

  • − Remove User Permissions – check the box against the needed user/user group and click the button to delete their permission levels;

  • − Check Permissions – click the button to open the search form: specify the name of the needed user and click Check Permissions. The system will show the permission information;

  • − Anonymous Access – click the button to open the edit form: specify the access area.

Default user permissions in SharePoint REM are shown in the table below:

Role Actions

Site Collection Administrator

Local Administrator

LMS Administrator

Line Manager

Teacher

Learner

Visitor

Access to Site Settings

Full Control

No access

Full Control

No access

No access

No access

No access

Permissions Management

Full Control

No access

No access

No access

No access

No access

No access

Curriculums Management

Full Control

No access

Full Control

No access

No access

No access

No access

Courses Management

Full Control

No access

Full Control

View

No access

No access

No access

Course Offerings Management

Full Control

No access

Full Control

View

No access

No access

No access

Users Tools Management

Full Control

No access

Full Control

No access

No access

No access

No access

Registrations Management

Full Control

No access

Full Control

No access

No access

No access

No access

Enrollment Templates Management

Full Control

No access

Full Control

No access

No access

No access

No access

Generate Name Cards Management

Full Control

No access

Full Control

No access

No access

No access

No access

Invoice Templates Management

Full Control

No access

Full Control

No access

No access

No access

No access

Text Templates Management

Full Control

No access

Full Control

No access

No access

No access

No access

Email Templates Management

Full Control

No access

Full Control

No access

No access

No access

No access

Course Interests Management

Full Control

No access

Full Control

Yes

No access

No access

No access

Coupons Management

Full Control

No access

Full Control

No access

No access

No access

No access

Rooms Management

Full Control

No access

Full Control

No access

No access

No access

No access

Locations Management

Full Control

No access

Full Control

No access

No access

No access

No access

Categories Management

Full Control

No access

Full Control

No access

No access

No access

No access

Credits For Payment Management

Full Control

No access

Full Control

No access

No access

No access

No access

Reports Management

Full Control

No access

Full Control

View

No access

No access

No access

Enrollment Requests Management

Full Control

No access

Full Control

View, Edit requests from own subordinates

No access

No access

No access

Enrollment Request Tasks Management

Full Control

No access

Full Control

View, Edit requests from own subordinates

No access

No access

No access

Timetable Templates Management

Full Control

No access

Full Control

View

No access

No access

No access

Deleted Course Offerings Management

Full Control

No access

Full Control

View

No access

No access

No access

Deleted Registrations Management

Full Control

No access

Full Control

View

No access

No access

No access

Report Templates Management

Full Control

No access

Full Control

View

No access

No access

No access

User History Management

Full Control

No access

Full Control

View

No access

No access

No access

Course Catalog Search Page

Full Control

View

View, Edit

View

View

View

View

Access to Details Pages:

Full Access

Limited Access

Limited Access

Limited Access

Limited Access

Limited Access

Limited Access

Course Details Page

Full Control

View

View, Edit

View

View

View

View

Course Offering Details Page

Full Control

View only if enrolled to course

View, Edit

View only if enrolled to course

View to own courses

View only if enrolled to course

No access

Registration Details Page

Full Control

View only if enrolled to course

View, Edit

View only if enrolled to course

View to own courses

View only if enrolled to course

No access

    1. 3.2 Dashboard User Roles

NOTE:

By default the following users have permissions to view dashboard pages,

  1. 1. ‘Everyone’ is added to Employees group;

  2. 2. Managers are those people who are added to 'Employees' group & are either:

  • • managers on CCM host site;

  • • site admin of dashboard site;

  • • members of 'Managers' group from dashboard settings ('Line Managers' group by default).

  1. 3. Teachers are people who are set as teachers in course offerings of REM host site.


The following are the main Dashboard User roles:

  1. 1. Manager;

  2. 2. Teacher;

  3. 3. Employee.

Manager is a user who is a member of Managers group in the site permissions. Manager can perform the following operations for dashboard configuration:

  • • Define where Dashboard should take profile settings (from SharePoint CCM or from SharePoint);

  • • Enable/disable “Show Tree of Staff” option;

  • • Enable/disable an ability to search profiles among All Users;

  • • Choose how links from the “Links” section should be opened (in a new window or in the same);

  • • Set custom Relations between employees;

  • • Add custom company’s URLs (Site Settings -> Quick Launch);

  • • Set what menu items and menu section titles are shown for Manager, Teacher or\and Employee;

  • • Edit menu items and menu section titles, i.e. set custom Title, URL;

  • • Add or remove indents to any menu item;

  • • Modify SharePoint Dashboard homepage.

Manager can perform the following activities for user management:

My Dashboard section:

  • • View My Dashboard (Homepage);

  • • View My Training Overview;

  • • View My Competencies;

  • • View My Training Points;

  • • View My Action Plan;

  • • View My Certificates;

  • • View My E-portfolio;

  • • View My Transcript.

Manager section:

  • • My Staff;

  • • Courses;

  • • Competencies;

  • • Staff Competencies;

  • • Training Points;

  • • Action Plan;

  • • Certificates;

  • • Attendance;

  • • Score;

  • • Assignments;

  • • Announcements.

Links section (if enabled in Navigation):

  • • SharePoint LMS Organization;

  • • Competencies and Certifications (host site);

  • • Course Catalog (from SharePoint REM).

Teacher is a user who is a member of Teachers group in the site permissions. Teacher performs the following activities:

My Dashboard section:

  • • View My Dashboard (Homepage);

  • • View My Training Overview;

  • • View My Competencies;

  • • View My Training Points;

  • • View My Action Plan;

  • • View My Certificates;

  • • View My E-portfolio;

  • • View My Transcript.

Teacher section:

  • • View and modify My Courses.

Links section (if enabled in Navigation):

  • • SharePoint LMS Organization;

  • • SharePoint Competencies and Certifications (host site);

  • • Course Catalog (from SharePoint REM).

Employee is a user who is a member of Employees group in the site permissions. Employee performs the following activities:

My Dashboard section:

  • • View My Dashboard (Homepage);

  • • View My Training Overview;

  • • View My Competencies;

  • • View My Training Points;

  • • View My Action Plan;

  • • View My Certificates;

  • • View My E-portfolio;

  • • View My Transcript.

Links section (if enabled in Navigation):

  • • SharePoint LMS Organization;

  • • SharePoint Competencies and Certifications (host site);

  • • Course Catalog (from SharePoint REM).

  1. REM OPERATIONS

    1. 4.1 LMS Administrator Operations

      1. 4.1.1 Enrollment Template Management

Enrollment Templates tool represents SharePoint document library and contains Enrollment Template Web Part pages. You can create, edit or delete registration and enrollment form here:

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You must have at least one template to be able to create courses.

        1. 4.1.1.1 Creating Enrollment Template

To create an Enrollment template, do the following:

  1. 1. Go to Enrollment Templates section;

  2. 2. On the ribbon menu go to Files > New Document > Enrollment Template or click Add New Enrollment Template button Picture 16:

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  1. 3. Complete the open form (the fields marked with asterisk (Picture 18) are required):

Picture 172

Picture 22

Picture 23

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  • − Name type the unique name for a new enrollment template;

  • − Language select the language for this template from the drop-down list. The set of available languages depends on the number of resource files with the name “EnrollmentTemplate.<lang-lang>.resx;

  • − Payment Type from the drop-down list, select the type of payment that learners have to make to enroll in the course (Free/Coupon/Paid).

If ‘Coupon’ or ‘Paid’ option is selected, fill in the fields below:

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  • • Price for Members;

  • • Price for Non Member;

  • • Price for Other;

  • • Invoice Template – select the invoice template from the list of created Invoice Templates (see the Invoice Template Management section). This template will be used for invoicing learners if your course requires payment. This field is required if you have chosen Paid payment type;

  • • Currency Code – select currency for the prices specified above (USD, DKR, EUR, and so on);

  • • VAT – if you use the coupon for your course, specify the amount for it (in %).

NOTE:

When ‘Free’ option is selected, all fields related to price and currency are hidden.

  • − Approval Type from the drop-down list, select the approval type:

      • • Automatic (approval is done by the system after Enrollment Confirmation);

      • • Manual (should be approved by LMS Administrator);

      • • Manual+Line Manager (enrollment request should be approved or rejected by the Line Manager before it’s approved by LMS Administrator);

      • • Automatic+Line Manager (enrollment request should be approved or rejected by the Line Manager before the system approves it);

      • • Custom (the system allows to select published custom workflows created on this site, to find out how to create such workflows see SharePoint REM & Dashboard 5.5 Administration Guide).

NOTE:

If user is enrolled by LMS Administrator, the registration will automatically be created with the ‘Enrolled’ status for Manual approval type. For Manual+Line Manager approval type in the same case, registration with the ‘Enrolled’ status will be created after Line Manager has approved enrollment request.

NOTE:

After enrolling Learners into courses with Line Manager approval type a message about enrollment approval request is displayed:

 

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  • − People who can automatically enroll users – select users, AD Groups or SharePoint Groups who can automatically enroll users:

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When option is enabled any enrollment approval type will be overruled. This means when people specified in this field enroll other users, registrations will be automatically created with status ‘Enrolled’;

  • − Max Number Of Attachments – specify how many attachments user can add to the enrollment form. In the field below, specify the size of one of the attachment. Any user, enrolled in the Course, can attach files. To add attachments, users should edit created enrollment template (go to edit mode and insert the Attachments web part from Enrollment Web Parts category). When user adds a web part to the enrollment template, the learners will be able to add attachments to this template. Note, please, that the attachment quantity and size depends on template parameters;

  • − Max Size of one Attachment – specify the size of one attachment in KB;

  • − Show Add Multiple Users Button select the checkbox to allow authorized users to add more than 1 user at the same time + this checkbox enables the field below;

  • − Show Add Multiple Users Button For Anonymous users– select the checkbox to allow anonymous users to add more than 1 user at the same time;

NOTE:

If “Allow anonymous users add users in AD and FBA sources” option is checked, anonymous users can enroll into courses. In this case they specify new user credentials in the enrollment form, and if:

  1. 1. Manual approval type is selected:

  • the new user account is created in the AD but the account is disabled until approval;

  • if administrator approves the enrollment AD account automatically becomes enabled;

  • if administrator rejects or deletes the registration, the user is deleted from AD (even if the registration was approved before it).

  1. 2. Automatic approval type is selected:

  • the new user account is created in the AD and approved in REM. The new account is enabled straight away.

NOTE:

The ‘Add Multiple Users’ button is always visible for REM Site Collection administrator, even if the option is unchecked.

  • − Activate Waiting List allows placing the potential learners in a waiting list for enrollment if there is no space currently available on the course;

NOTE:

Once a user gets in a waiting list, the registration item will have In Waiting List status. To see registrations with In Waiting List status, go to Registrations Views > All registrations.

  • − Automatic Enrollment From the Waiting List – allows automatically enroll the next user from the waiting list when there is an available  place in the course;

NOTE:

Automatic enrollment order is based on registration creation date.

  • − Send email to Learner after Registration allows notifying learners about enrollment in the course via email after an enrollment confirmation page is shown;

  • − Send email to Admin after Registration allows notifying the Site Collection Administrator about enrollment in the course via email after an enrollment confirmation page is shown;

  • − Send Start Reminder send a reminder to the enrolled learners before Course start;

  • − Comma Separated List of Days Prior to Course Offering Start Date – set the number of days prior to the course offering start date on which the reminder to enrolled users will be sent. To send several reminders, enter several numbers of days separated by comma. Client validation will accept numeric symbols, spaces and commas only, maximum number of digits in day is 3. On field focus out list of entered days will be automatically sorted in descending order and duplicate numbers will be removed. If nothing is entered default value 5 days is used:

Picture 35

  • − Send Due Date Reminder – send a reminder to the enrolled user before the Due Date;

  • − Comma Separated List of Days Prior to Actual Due Date – set the number of days prior to the course offering Due Date on which the reminder about due date will be sent to enrolled users. If nothing is entered default value 5 days is used;

  • − Days Prior to Course Offering Start Date (for low users count notification) – set the number of days prior to the course offering start date on which the reminder about low users count will be sent. If nothing is entered default value 5 days is used;

  • − Send Approval Reminder - enable the option to send a reminder to the enrolled learners;

  • − Approval Time Out - type the number of days to send Reminder(the default is 5);

  • − Set Registration Status to "Course Not Completed" When Offering is Closed – enable/disable the option;

  • − Dynamic Due Date - if user has subscribed to X days, after X days status should be changed from Enrolled to Course Not Completed if he do not complete the course;

  • − Number of days the learner stays in the learner group after the course was completed– enable/disable the option (Actual only for Course Completed registrations);

NOTE:

If the field is empty user will be removed automatically from SharePoint LMS Group ‘Course Learners’ and moved to SharePoint Group ‘Visitors’ after course completion.

  • − Allow Cancel Registration – enable this option to allow learners cancel their registrations (if this option is disabled, only Learners are restricted to Cancel registrations);

  • − Days Prior to Course Offering Start Date – set the number of days prior Course Offering Start Date when it will be not possible to cancel registration;

  • − Cancellation Reason Required – enable this option to make ‘Cancellation Reason’ required field when learner cancels his registration;

NOTE:

Cancel Registration is not available for Material course types, even if enabled in the Enrollment template.

  • − Email Templates Configuration specify Email Templates for the current Email Types. Disable sending separate email notifications by unchecking the ‘Enabled’ option in the last column;

  • − Default for course types – check this option to make the created enrollment template default for selected Course Type;

  • − Attach ICS File To – select Course Types to attach an ICS file to email notifications;

  • − Close Offering When Access Period Expired For – select Course Types for which Course Offerings status will be changed to ‘Closed’ after access period expiration;

  1. 4. Click OK to save the changes. You will be redirected to the created Enrollment Template page (including User Information and Invoice Address web parts):

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For detailed information on these web parts see the Chapter 4.1.1.3. Enrollment Templates Web Parts.

  1. 5. Click Close to leave this Enrollment Template page and be redirected to the Enrollment Templates list.

        1. 4.1.1.2 Editing Enrollment Template

After you have created an Enrollment Template, you can enter the Editing Mode to add, modify, and remove Web Parts that can be shown in the template, or edit template properties.

To edit an Enrollment Template, do the following:

  1. 1. Go to the Enrollment Templates section and click the name of the needed template to open it:

Picture 40

  1. 2. Click Edit to edit the page:

Picture 41

  1. 3. To add a Web Part to the selected template go to Insert > Web Part:

Picture 45

  1. 4. Choose the needed Web Part from the list and click the Add button (you can add several Web Parts to the template):

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NOTE:

To change the order of Web Parts, use drag-and-drop function.

NOTE:

To adjust any Web Part, select a Web Part, click Options in the Web Part Tools tab on the toolbar, and then click Web Part Properties (or click the down arrow next to the Web Part name, and then select Edit Web Part). In the open window, modify appearance the web part as needed. Click Apply to apply changes. Click OK to save changes and close the properties window.

To delete a Web Part, select a Web Part, click Options on the Web Part Tools menu, and then click Delete. Click OK to confirm.

NOTE:

The User Information and Payment Type units are strictly required to be able to enroll in the course.

NOTE:

You can also upload tables, graphics, links and files to the template, apply different styles and format to the text, and change template properties.

  1. 5. Click Save to exit the Editing mode and save the changes:

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To edit the enrollment template properties, do the following:

  1. 1. Check the box against the needed Enrollment Template and click Edit Properties in the ribbon:

Picture 57

  1. 2. Make all necessary changes:

Picture 63

  1. 3. Click Save to save the changes and close the form.

        1. 4.1.1.3 Enrollment Templates Web Parts

The following Web Parts can be included in Enrollment Template:

  • • User Information Web Part;

  • • Payment Type Web Part;

  • • Text Values Web Part;

  • • Notify When Course is Available Web Part;

  • • Terms and Conditions Web Part;

  • • Dynamic Enrollment Field Web Part.

          1. 4.1.1.3.1 User Information Web Part

In the User Information Web Part users who want to register for a course will type their login name, email, first and last names. If the user is authorized, this information will be taken from the user profile and completed automatically.

In the Editing mode, you can modify the Web part name, layout, size:

Picture 64

          1. 4.1.1.3.2 Payment Type Web Part

You set the payment options during the template creation; you can view them through the Payment Type Web part. To switch to a different payment type (Free/Paid) you need to edit the template properties. The link for editing is also provided in the Payment Type Web part.

To edit Payment Type Web Part, do the following:

  1. 1. Enter the Editing Mode;

  2. 2. Select a Web Part, and then on the toolbar, click Options > Web Part Properties OR click the down arrow by the Web Part name, and then select Edit Web Part:

Picture 65

  1. 3. To view the payment options specified earlier, on the open menu on the right, select a payment mode (Free or Paid):

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  • • If Free mode is selected, it is not displayed on the Enrollment form;

  • • In the Paid mode, you will be displayed the prices options specified during the template creation and can perform several actions:

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  • − Select the checkboxes for the options you want to be visible on the template;

  • − Modify the Field headings names if needed. Enrollment Template supports several languages regardless of what language packs are installed on the server. Field headings names should contain the prefix “res:” and the name of the necessary key. (For more information about language recourses, see “Email Template Languages” in the SharePoint REM Installation Guide);

  • − To modify the price for Members, Non-Members, and Others, change the Coupon Settings, currency code and invoice template, click the Edit (Picture 73) link. For details on completing the open form, see Creating Enrollment Template section;

  • − In the Coupon Settings field, select the checkbox if you want the price to be shown for users already with the discount;

  1. 4. Click OK or Apply on the bottom of the form;

  2. 5. Click Save to exit the Editing Mode and save the changes.

          1. 4.1.1.3.3 Credit Web Part

Credit web part allows to add field in which learners can enter their Credit codes.

To edit Credit web part, do the following:

  1. 1. Enter the Editing Mode;

  2. 2. Click the drop-down arrow against the web part name and select Edit Web Part;

  3. 3. Modify the Web part appearance, layout, advanced options as needed;

  4. 4. To make this field obligatory for learners, enable the Value Required option in the Validation section;

NOTE:

The web part property 'Template Name' in the Miscellaneous section is an advanced administrator setting intended to help them modify the look and feel of the web part. It is not just the title that you can change – It may result in the exception on the enrollment template page:

 

Picture 74

 

  1. 5. Click OK or Apply to close this window;

  2. 6. Click Save and Close to exit the Editing Mode and save the changes.

          1. 4.1.1.3.4 Text Values Web Parts

The Enrollment Template Web Part page contains certain text value Web Parts where users will have to complete the information for invoicing for the course. By default these are:

  • − Login Name;

  • − Email;

  • − First Name;

  • − Last Name;

  • − Company;

  • − Email;

  • − Street;

  • − City;

  • − State;

  • − Country;

  • − Zip code;

  • − Telephone:

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You can delete the unnecessary fields or change the order of them in a list.

To edit a Text Value Web Part, do the following:

  1. 1. Enter the Editing Mode;

  2. 2. Click the drop-down arrow against the web part name and select Edit Web Part:

Picture 78

  1. 3. Modify the Web part name, layout, size as needed. To change the order of the fields, use the drag-and-drop function;

  2. 4. If you want to make some fields obligatory for learners, enable the Value Required option in the Validation section (only an Email field is required by default):

Picture 79

  1. 5. Click OK or Apply to close this window;

  2. 6. Click Save to exit the Editing Mode and save the changes.

          1. 4.1.1.3.5 Notify When Course is Available Web Part

If the course is already full, the Notify When Course is Available Web Part allows to alert users when places in the course become available. This section is displayed on the template only if the Activate Waiting List checkbox was selected during template creation (see the Creating Enrollment Template section):

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          1. 4.1.1.3.6 Terms and Conditions Web Part

With Terms and Conditions option on the template, users are obliged to accept Terms and Conditions of a course enrollment before subscribing to this course:

Picture 86

The Terms and Conditions Web Part contains the checkbox for accepting registration terms. If you do not want to use it for the course, simply delete the Web part.

          1. 4.1.1.3.7 Dynamic Enrollment Field Web Part

When an Administrator feels lack of text value Web Parts, which users will have to complete to enroll in the Course, he/she can create an additional Web Part Field to fill. To create a Dynamic Enrollment Field web part, do the following:

  1. 1. Go to the Enrollment Templates section and click the name of the needed template:

Picture 92

  1. 2. Click Edit to edit the page:

Picture 94

  1. 3. Go to Insert > Web Part:

Picture 99

  1. 4. Go to Categories > Enrollment Web Parts > Dynamic Enrollment Field and click the Add button:

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  1. 5. Click the drop-down arrow against the web part name and select Edit Web Part:

Picture 104

  1. 6. In the Field section, specify the Display Name for this new field (column) manually or select it from the drop-down list:

Picture 105

NOTE:

To create a new column for the Dynamic Enrollment field, do the following:

  1. 1. Go to the All Registrations section;

  2. 2. On the ribbon menu go to List > Create Column;

  3. 3. Complete the needed fields in the open form;

  4. 4. Click OK to add the new column to the Field drop-down list.

  1. 7. Click OK or Apply to close this window;

  2. 8. Click Save to exit the Editing Mode and save the changes.

      1. 4.1.2 Text Templates Management

The Text Templates tool represents SharePoint document library for creating standard text templates:

Picture 106

After a user enrolls in a course, the confirmation page will be shown. The confirmation page text is taken from such templates, depending on:

  • − The course is full or not;

  • − The course has a waiting list or not.

There are several types of text templates available:

Picture 76

        1. 4.1.2.1 Creating Text Templates

NOTE:

Text templates of all types are already created by default. To create a custom text template you have to delete the existing one of the needed type.

To create a new Text Template, do the following:

  1. 1. Go to Text Templates section;

  2. 2. On the ribbon menu go to Files > New Document > Text Template:

Picture 114

  1. 3. Complete the open form (both fields are required):

Picture 125

  • − Name type the name of a new text template;

  • − Page Type you can create only one template of every type. When a template of certain type is added, it will be disabled in the Page Type drop-down list. You can select between:

  • • Auto Enrollment – Confirmation – this field is shown to a user if the course is not full and has an auto-approval enrollment;

  • • Manual Enrollment – Confirmation – this field is shown if the course is not full and manual approval is needed;

  • • Course Full – Confirmation – this field is shown if the course is full and has no waiting list;

  • • Placed in Waiting List – Confirmation – this field is shown if the course if full, but has a waiting list;

  • • Terms and Conditions Page – this field is shown after clicking the Terms and Conditions link in the Enrollment Template.

  1. 2. Click OK to save the changes. You will be redirected to the page for Editing Text Template Web Parts.

        1. 4.1.2.2 Editing Text Template Web Parts

After you created a Text Template, you can enter the Editing Mode to add, modify, and remove Web Parts that can be shown in the template or edit template properties:

Picture 132

To edit a Text Template, do the following:

  1. 1. Open the Text Templates section and click the name of the needed template to open it;

  2. 2. Click Edit to edit the Web Part Page:

Picture 134

  1. 3. To add a Web Part to the selected template go to Insert > Web Part:

Picture 135

  1. 4. Choose the needed Web Part you want and click the Add button (you can add several Web Parts to the template):

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NOTE:

To change the order of Web Parts, use drag-and-drop function.

To adjust any Web Part, select a Web Part, click Options in the Web Part Tools tab on the toolbar, and then click Web Part Properties (or click the down arrow next to the Web Part name, and then select Edit Web Part). In the open window, modify appearance the web part as needed. Click Apply to apply changes. Click OK to save changes and close the properties window.

 

To delete a Web Part, select a Web Part, click Options on the Web Part Tools menu, and then click Delete. Click OK to confirm.

  1. 5. To modify the Web Parts layout, order, or size, click the drop-down arrow next to the Web part name, and click Edit Web Part:

Picture 151

  1. 6. You can also upload tables, graphics, links and files to the template, apply different styles and format to the text;

  2. 7. After all changes are made, click Save to exit the Editing Mode and save the changes.

          1. 4.1.2.2.1 Adding Go to Course web part

To add the “Go to Course” web part, do the following actions:

        1. 1. Go to Text templates section;

        2. 2. Select Auto Enrollment – Confirmation text template and open it for editing;

        3. 3. In the ribbon menu select Insert > Web Part and find Go to Course Button in the Enrollment Web Parts section and click the Add button:

Picture 153

        1. 4. Edit this web part and set the Course Url Key Parameter to 'COID':

Picture 155

        1. 5. The web part will be displayed for Learner after enrollment to the course:

Picture 158

NOTE:

The Web part can be used on any Text Template with type “Confirmation” and will only be visible when the current user is a Learner in the current course i.e. has registrations with status Enrolled for the course.

        1. 6. When the Learner clicks on the “Go to Course” button, he/she is redirected to the registration details page.

        1. 4.1.2.3 Editing Text Template Properties

To edit properties of existing text templates, do the following:

  1. 1. Click the box against the name of the needed text template and click Edit Properties on the ribbon menu:

Picture 159

  1. 2. Make all necessary changes in the open form:

Picture 161

  1. 3. Click Save to save the changes. Click Cancel to discard the changes.

      1. 4.1.3 Email Templates Management

SharePoint REM administrator has an option to send an email template to notify learners about successful enrollment, course availability, credentials, password change, and so on:

Picture 163

There is a default email template for each of the types of available notifications but you can as well create custom templates or modify the existing ones.

NOTE:

Email Templates, created in this section, can be then selected in the needed Enrollment Template. Each enrollment template has default email templates which can be overridden for custom ones.

        1. 4.1.3.1 Creating Email Template

To create an Email template, do the following:

  1. 1. Click Email Templates;

  2. 2. On the ribbon menu go to Items > New Item > Email Template or click Add New Email Template button Picture 164:

Picture 165

  1. 3. Specify the title and necessary email template type:

Picture 166

  • − Title – specify the name for this email template;

  • − Subject type the subject of the email;

  • − Recipients select the groups which will receive the email;

    • • Other Users – use picker to specify separate user who will receive the email;

  • − Email Template Type – choose the message type from the drop-down list:

    • • Course Offering Ended Notification email notifying users managed by the system that course offering has ended;

    • • Approval Reminder email notifying users managed by the system about pending enrollment request;

    • • Certificate Has Expired – email notifying users managed in the course item that his certificate has expired;

    • • Certificate Is Expiring Reminder – email notifying users managed in the course item that his certificate will soon expire;

    • • Change Email – Learner email notifying a registered learner about email changing;

    • • Course Available Confirmation – email notifying a learner in the waiting list about space available in a course;

    • • Course Completed Confirmation email notifying an enrolled learner that the course is completed;

    • • Material Course Completed Confirmation – email notifying enrolled learner that material course is completed. Is created when Material Course feature is enabled;

    • • Course Completion Due Date Reminder email notifying an enrolled learner about course completion due date;

    • • Material Completion Due Date Reminder Notification email notifying an enrolled learner about material course completion due date. Is created when Material Course feature is enabled;

    • • Course Enrollment Confirmation email notifying learner that he has been enrolled in the course;

NOTE:

Recipients field is not visible for Approval Reminder, Certificate Has Expired, Certificate is Expiring Reminder, Course Offering Ended Notification Email Templates types.

NOTE:

Recipients in default email templates have value according to configuration (REM4Configuration.xml).

NOTE:

Email of this type contains an attached ICS calendar. The ICS calendar in the Enrolled Confirmation notification has the following properties:

  1. 1) The calendar contains one event with the course offering dates (Access Start Date and Access End Date).

  2. 2) The time zone of the ICS calendar is taken from the information about time zone set for the Course Offering.
    When ICS is sent the system takes course offering time zone and finds appropriate SharePoint time zone from site regional settings by its title. Then it finds .NET time zone by SharePoint time zone id (SPID) in mapping file located at \TEMPLATE\XML\ElearningForce\TimeZonesMapping.xml.
    .NET time zone is taken from system registry entry.

When the time zone on your local computer is different from the time zone of ICS attachment it will adjust to your local time zone in order that you don't miss the event.

  1. 3) Description of the event in the ICS calendar includes the following information about course: Title, Short description (including the “Show more details…” link), Category, Duration, Course Type, Location.

The functionality of ICS attachment becomes available after installation of REM version 5.2 and does not require any feature activation.

    • • Material Course Enrollment Confirmation – email notifying learner that he has been enrolled in the Material course. Is created when Material Course feature is enabled;

    • • Course Not Completed Confirmation – email notifying an enrolled learner that the course is not completed;

    • • Course Offering below Minimum required Attendees – email notifying the administrator about the small amount of users waiting of a course offering;

    • • Course Offering Canceled Notification – email notifying administrator about cancellation of the course offered later;

    • • Course Offering Closed – email notifying administrator about closing of the course offering;

    • • Course Offering Teacher Assigned – email notifying user that he has been assigned as Teacher to the course;

NOTE:

Email of this type contains an ICS attachment with Course Offering Access Period dates and information about the course. Email notification respects ICS attachment settings set in the enrollment template.

    • • Course Registration Approval Request – email notifying Line Manager about course registration pending approval;

    • • Course Registration has been deleted Confirmation email notifying an enrolled learner that his registration was deleted;

    • • Course Start Reminder Notification – email notifying an enrolled learner and Course Teacher about the course beginning five days before Start Date (or any other number of days depending on the specified in the enrollment template);

    • • Course Update Notification – email notifying learner and Course Teachers about course changes. This email template is used for the emails sent from Teacher area in Dashboard (or from Courses/Course Offerings lists using ribbon action). {special:Message} token is used to show the content entered by teacher;

    • • Curriculum Certificate Has Expired email notifying learner that his curriculum certificate has expired;

    • • Curriculum Certificate is Expiring Reminder email notifying learner that his curriculum certificate will soon expire;

    • • Curriculum Completed Confirmation – email notifying learner that the curriculum is completed;

    • • Curriculum Completion Due Date Reminder Notification – email notifying learner about curriculum completion due date;

    • • Curriculum Enrollment Confirmation – email notifying learner that he has been enrolled in the curriculum;

    • • Deleted User Notification email notifying that a user was deleted from the Registrations List and from the course;

    • • Learner Cancelled Notification – email notifying learner and administrator that user’s registration has been cancelled;

    • • Learner Course Enrollment Confirmation administrator will receive an email about learner’s enrollment in a course;

    • • Line Manager Approval Confirmation email notifying that user’s enrollment request has been approved;

    • • New User Notification – email notifying the administrator when anonymous user was registered in system (either when a user enrolls by oneself or is enrolled/added by another user);

    • • Reset Password – email notifying a registered learner about password change;

NOTE:

To enable the Password reset feature, in the configuration file, set enablePasswordReset to "true" and requiresQuestionAndAnswer to "false".

    • • User Credentials Notification – a learner will receive an email, containing user’s login name and password;

    • • Wait List Confirmation – a learner will receive an email, notifying adding in a waiting list for approval by a Line Manager.

  1. 4. Enter the text for the message using the Toolbox on the right of the page:

Picture 169

  1. a) In the Toolbox section choose the needed macro (depending on Email Template Type) field from the drop-down list;

  2. b) Select the area where you want to add macro and then click Add field button to add this macro to the text editing area:

Picture 171

NOTE:

For each type of email template there is a set of macros set in the Toolbox, so it is not recommended to type macros manually.

NOTE:

Use special tags if some part of text depends on group of recipients. Text between tags will be included in email only for groups of recipients specified in tags. Supported tags are: {SiteCollectionAdmins}, {Learner}, {Teachers}, {LocalAdministrators}, {LineManagers}, {LMSAdministrators}, {HRResponsible}. If no tagging is applied to email, it will be sent to all selected recipients.

NOTE:

On newly created REMs Dashboard links are added to all email templates except User Credentials Notification, Reset Password, Deleted User Notification, New User Notification, and Change Email templates. In the Approval Reminder, Course Registration Approval Request, Course Offering below Minimum required Attendees, Course Offering Cancelled Notification, Course Offering Closed Notification, and Learner Course Enrollment Confirmation templates Dashboard links are not added to the email templates by default, but can be added to them from the Toolbox.

Dashboard links in the email templates are used for an easy access to the needed Dashboard sections directly from the email.

The following links can be added:

  1. 1. Dashboard: Homepage Link / {dashboard:home_page_link}

  2. 2. Dashboard: My Training Overview Link / {dashboard:my_training_overview_link}

  3. 3. Dashboard: My Competencies Link / {dashboard:my_competencies_link}

  4. 4. Dashboard: My Training Points Link / {dashboard:my_training_points_link}

  5. 5. Dashboard: My Action Plan Link / {dashboard:my_action_plan_link}

  6. 6. Dashboard: My Certificates Link / {dashboard:my_certificates_link}

  7. 7. Dashboard: My Transcript Link / {dashboard:my_transcript_link}

  8. 8. Dashboard: Teacher My Courses Link / {dashboard:teacher_my_courses_link}

  9. 9. Dashboard: Manager My Staff Link / {dashboard:manager_my_staff_link}

  10. 10. Dashboard: Manager Courses Link / {dashboard:manager_courses_link}

  11. 11. Dashboard: Manager Competencies Link / {dashboard:manager_competencies_link}

  12. 12. Dashboard: Manager Training Points Link / {dashboard:manager_training_points_link}

  13. 13. Dashboard: Manager Action Plan Link / {dashboard:manager_action_plan_link}

  14. 14. Dashboard: Manager Certificates Link / {dashboard:manager_certificates_link}

  15. 15. Dashboard: Manager Reporting Center Link / {dashboard:manager_reporting_center_link}

  1. 5. Click Save to save the changes and finish creating the email template.

        1. 4.1.3.2 Editing Email Template

To change the content of the existing email message, you can either overwrite it or edit.

To enter the editing mode, do one of the following:

  1. 1. In the email templates list, check the box against the needed template and click Edit Item on the ribbon menu:

Picture 173

  1. 2. Make all necessary changes in the open form:

Picture 177

  1. 3. Click Save to save the changes. Click Cancel to discard them.

      1. 4.1.4 Invoice Template Management

SharePoint REM has an Invoice Template tool used to create invoice templates in PDF format containing information about the course price and accompanying information:

Picture 178

        1. 4.1.4.1 Creating Invoice Template

To create an Invoice Template, do the following:

  1. 1. Click Invoice Templates on REM Settings page. You will be redirected to the Invoice Templates list;

  2. 2. On the toolbar click Files > New Document and select Invoice Template:

Picture 180

  1. 3. On the open form type the template name:

Picture 181

  1. 4. Add the text for the template using the text Toolbox item on the right of the page:

Picture 184

  1. a) Place the text Toolbox to any space of the template page using drag-and-drop operation;

  2. b) Click Edit to display the field for adding the text:

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  1. c) In the open field type the text;

  2. d) If needed, add macros from the drop-down list: select a macro and click (Picture 195); their values will be generated from the data that a user entered in the Enrollment Form:

Picture 197

  1. e) Click Apply to add the text to the template. It will appear in the toolbox on the left:

Picture 200

  1. f) Expand the frame manually to make all the fields fit it.

  1. 6. Add the image (e.g. university logo) for the template using the image Toolbox item on the right of the page:

Picture 202

  1. a) Place the image Toolbox to any space of the template page using drag-and-drop operation;

  2. b) Click Edit to display the fields for adding images:

Picture 203

  1. c) If you already have uploaded images and want to use one of them, select the image from the drop-down list. If not, continue with step d);

  2. d) To upload the new image, type its name in the corresponding field, and then click Browse to select the picture from your local computer. Click Upload. The image name will appear in the drop-down list;

  3. e) Click Apply to add the image to the template. It will appear in the toolbox on the left:

Picture 204

  1. 7. Click Save in the lower-right (or upper-left) corner of the page to finish creating the template.

        1. 4.1.4.2 Viewing and Editing Invoice Template

Invoice templates can be viewed in PDF-format. Open the list of templates, and click the name of the one you want to view:

Picture 205

To edit a template, do the following:

  1. 1. Open the Invoice Templates list;

  2. 2. Select the checkbox of the needed template;

  3. 3. On the ribbon menu, click Files > Edit Properties:

Picture 215

  1. 4. Make the necessary changes and click Save.

      1. 4.1.5 Name Cards Management

The Generate Name Cards tool can be used for creation of badges and the A4 table name cards either for a course teacher or for a learner:

Picture 220

To create a Badge or Name Card, do the following:

  1. 1. Click the Generate Name Cards link on the REM Settings page;

  2. 2. Complete the open form:

Picture 257

    • − Name cards type select the option depending whether you want to print a badge, table or Attendance sheet name card;

    • − Font size select the appropriate text size for the name to be written on badges/table cards; the value of this field should be in the 1-50 range;

    • − Select Course Offering – select the appropriate course offering;

    • − Company logo click Browse to select an image (e.g. you company logo); the format should be .PNG, .JPG, or .BMP;

    • − Select Learners – select the learners, if you want to print learner’s badges/table cards;

    • − Select Teachers select the course offering teachers, if you want to print teacher’s badges/table cards.

  1. 3. Click Generate. The Browser's File Download dialog box will open:

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  1. 4. Click Open to view the result in a PDF-file. Click Save to save the file. The badges/table cards/attendance sheets will look similar to the following:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML7b3bca.PNG

Picture 273

NOTE:

The content of table card is duplicated in reversed way in order to fold a sheet of paper double and place it on the table.

Picture 279

      1. 4.1.6 Rooms Management

When you want to create a Course Offering first you need to define the rooms where the classes will be held. The same rooms can be used for different course offerings:

Picture 283

NOTE:

Only user with farm administrator rights who has permissions in the Managed Metadata Service, can create and manage Metadata Rooms. To verify the permissions, go to Central Administration>Application Management > Manage Service Applications>Managed Metadata Service> Term Store Administrators and check that your user has administrator rights here.

To add a new Room, do the following:

              1. 1. Go to REM Settings > Rooms section;

              2. 2. In the opened Term Store Management Tool select Managed Metadata Service > ELEARNINGFORCE REM4 > Rooms > Create Term:

Picture 285

              1. 3. Enter Title for the new Room:

Picture 286

The new Room will be available in all REM sites within the farm.

To edit an existing Location, double-click on its name or select a Location and edit the Default Label:

Picture 304

To delete a Room, select the Room and click Delete Term in the drop-down menu:

Picture 305

      1. 4.1.7 Locations Management

The Locations tool helps users to define the geographical position of the Course to be held. This information must be added to the Course Offerings:

Picture 307

NOTE:

Only user with farm administrator rights who has permissions in the Managed Metadata Service, can create and manage Metadata Locations. To verify the permissions, go to Central Administration>Application Management > Manage Service Applications>Manage Metadata Service> Term Store Administrators and check that your user has administrator rights here.

To add a new Location, do the following:

  1. 1. Go to REM Settings > Locations section;

  2. 2. In the opened Term Store Management Tool select Managed Metadata Service > ELEARNINGFORCE REM4 > Locations > Create Term:

Picture 311

  1. 3. Enter Title for the new Location:

Picture 317

The new Location will be available in all REM sites within the farm.

To edit an existing Location, double-click on its name or select a Location and edit the Default Label:

Picture 322

To delete a Location, select a Location and click Delete Term in the drop-down menu:

Picture 324

      1. 4.1.8 Credits for Payment Management

The Credits for Payment tools helps users to take a loan to pay for learners to be enrolled to courses. The third party pays a sum for covering learners’ tuition. After paying this person gets a credit code that he/she will grant to those learners, whose tuition will be covered with this Credit. The administrator can add the Credit web part to the needed Enrollment Template so when enrolling to the needed course learners may enter the credit code:

Picture 325

You can access the Credits for Payment section on the REM Settings page:

Picture 327

Credit code is the title of the item in Credits for payment list, i.e CREDIT-1-USD, CREDIT-2-USD on following screenshot:

Picture 329

Therefore, user can use credit for payments functionality if administrator fulfills the following:

Credits for payment are used by the following flow:

Administrator creates a paid course offering. Learner sees the “Credit” field when enrolling to course and enters the credit code into it. Administrator or another person should provide learner with the credit code so the learner could use it. If the entered credit code is correct then user is enrolled (or set “Waiting for Approval” status depending on enrollment settings) to the course. Invoice is sent to the email address specified in Invoice Address part of the enrollment form automatically. Sum of price for the course is automatically subtracted from “Initial Credit Amount”. The remaining sum is displayed in the “Current Credit” field.

        1. 4.1.8.1 Creating Credits for Payment

To add a new Credit, do the following:

  1. 1. Go to the Credits for Payment section;

  2. 2. On the ribbon menu go to Items > New Item > Credits for Payment or click Add New Credit for Payment button Picture 341:

Picture 342

  1. 3. Complete the open form (the fields marked with asterisk (Picture 343) are required):

Picture 344

  • − Credit Account Number – the system will generate this title automatically depending on index number and title;

  • − Initial Credit Amount – type the credit sum;

  • − Currency Code – specify the type of currency;

  • − Credit Status – activate or suspend the credit (in case the credit was open but the payment transaction still has not come).

  1. 4. Click Save to save the changes and add the new Location.

        1. 4.1.8.2 Editing Credits for Payment

To edit a Credit, do the following:

  1. 1. Go to the Credits for Payment section;

  2. 2. Check the box against the needed credit and click Edit Item on the ribbon menu:

Picture 345

  1. 3. Complete the open form (the fields marked with asterisk (Picture 346) are required):

Picture 347

  • − Credit Account Number – the system will generate this title automatically depending on index number and title;

  • − Initial Credit Amount – type the credit sum;

  • − Currency Code – specify the type of currency;

  • − Credit Status – activate or suspend the credit (in case the credit was open but the payment transaction still has not come).

  1. 4. Click Save to save the changes.

        1. 4.1.8.3 Deleting Credits for Payment

To delete a credit, do the following:

  1. 1. Go to the Credits for Payment section;

  2. 2. Check the box against the needed credit and click Delete Item on the ribbon menu:

Picture 348

  1. 3. Click OK to confirm the deletion:

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      1. 4.1.9 Courses Management

In this section you can manage e-Learning Courses, Blended Learning Courses, Classroom Trainings, Webinar Courses, e-Learning Content Package Courses, and Material Courses. All courses will be ordered in the Courses list:

Picture 350

        1. 4.1.9.1 Course Creation

In SharePoint REM version 5.0 and higher courses must be created manually. The Synchronize Courses tool can only update the existing courses, but not add the new ones.

Depending on the Course type, course creation form has some differences, but most settings are the same for all course types:

Picture 351

  • − Course Title – contains the name of the course;

  • − Short Descriptiontext field for clear description of the course which will be displayed in Dashboard and Course Catalog page. It is recommended to put here essential description, as it will help users select a course from courses list, for example;

  • − Long Descriptionfield for the detailed HTML course description which will be displayed in the course details page. The description here may be as detailed as you wish, it may help users understand what they will learn in the course and make decision about enrolling into course;

  • − Course Category – contains the course category. Click ‘Browse’ and select Course Category from the list:

Picture 352

  • − Course Duration – contains the course duration period;

  • − Published – enabling this option makes the course available for enrolling;

  • − Start Date – contains date and time when the course begins;

  • − End Date – contains date and time when the course finishes;

  • − Course Image contains the Web address for the course image;

If ELEARNINGFORCE - REM: Image Picker feature is activated, Image Picker is enabled:

Picture 353

Clicking the Select Image link opens the Images library, where you can select or upload new image for your course logo directly from the New Course creation form:

Picture 354

NOTE:

To activate the feature, go to Settings > Site Settings > Manage site settings and activate the ELEARNINGFORCE - REM: Image Picker feature:

 

Picture 355

 

The feature can be activated only after ELEARNINGFORCE - REM: Publishing feature activation.

If no image is selected, default image will be added depending the Course Type.

Advanced settings section contains non-required fields and options that can be activated by separate features in the Site Settings:

Picture 217

  • − Course Certificate – default Course Certificate Template from primary SPLMS Organization is set. Use ‘Browse’ to select another certificate template:

Picture 357

NOTE:

The default Course Certificate looks the following way:

Picture 358

 

 

To select different certificate template user should have read permissions to the “Certificate template” list in SharePoint LMS Organization.

NOTE:

For e-Learning and Blended Learning Courses, a Certificate template cannot be selected. Instead, certificate set for the related course in SharePoint LMS is used in these REM courses.

  • − Certificates Expiration - allows setting options for certificates expiration:

    • • Never – select this option to disable certificate expiration;

    • • Days after completion – select this option and set the number of days, after which the certificate for this course becomes expired;

    • • Date – select this option and set the date on which the certificate becomes expired;

    • • Extended Validity Period – specify the number of days after course completion within which user can retake the course and get a new valid certificate (the previous one is still valid until expiration date comes) with the expiration date counted from the original expiration date and not from the moment when user has got a new certificate (this option relates only to Days after completion option);

    • • Email Notification Settings – specify the number of days before certificate expiration (multiple values are allowed separated by comma) when user is notified about it, and select users who will receive the email;

These options are available only if ‘REM: Certificates Expiration’ feature is activated.

  • − Automatically revoke competencies when certificate expires – check this option to revoke automatically associated competencies when certificate expires (user registration status is Certificate Expired). This option is not available when Never value is checked for Certificates Expiration;

NOTE:

This option is enabled when ELEARNINGFORCE – REM: CCM Integration and ELEARNINGFORCE – REM: Certificates Expiration features are activated.

The competency level when certification is revoked will be the last assigned level before the certification was issued. In the competency history current level will be revoked if there are no any previously assigned levels; if there are – current level is revoked and the last approved competency level is acquired;

  • − Competencies – allows assigning a CCM competency to be granted automatically to the users who complete the course. The field is available only if REM CCM Integration feature is activated;

  • − Training Points set the amount of training points awarded for passing the course. The field is available only if REM: Training Points feature is activated;

  • − Required for Groups contains the AD or SP groups this course will be visible for. This course will be required for all users belonging to the specified group. The field is available only if ‘REM: Course Targeting’ feature is activated;

  • − Recommended for Groups contains the AD or SP groups this course will be visible for. All users belonging to the specified group will be recommended this course. The field is available only if ‘REM: Course Targeting’ feature is activated;

  • − Create Default Offering – if this option is enabled, a default course offering is created automatically after course creation. If the option is disabled user is prompted to create a new course offering:

Picture 359

  • − Hide from Course Catalog – if this option is enabled, the course will not be displayed in Course Catalog;

  • − Other Info – contains any other important information related to the current course;

  • − Qualified Teachers allows setting course teachers. Only users specified in this field can be assigned as Teachers in the Course Offerings created for the parent course;

NOTE:

If this field remains empty, any user can be assigned as Teacher in the Course Offerings created for the parent course.

  • − Administrators Comments – contains comments related to site administration field;

  • − Show link to course site – option is available for e-Learning and Blended course types (by default checked for Blended courses). If it is enabled, user will be able to navigate to LMS course site from registration details and dashboard pages:

Picture 360

After Course creation a Course Offering is automatically created for e-Learning Course Site, e-Learning Content Package and Material Course type using the default Enrollment Template set for each course type.

          1. 4.1.9.1.1 Course Wizard for Course Creation

Course Wizard is designed for more convenient creation of Courses and Course Offerings.

To create a new course using Course Wizard, do the following actions:

  1. 1. Go to the Courses section;

  2. 2. On the ribbon menu go to Items > New Course:

Picture 361

  1. 3. In the pop-up window select Course Type and click Next:

Picture 34

  1. 4. Fill in the Course Creation form as described in section 4.1.9.1 depending on the course type and click Save. For e-Learning Course Site, e-Learning Content Package and Material Course type new Course Offerings are created automatically using default enrollment template. For other course types you will be suggested to proceed to Course Offerings creation;

  2. 5. Confirm Course Offering creation in the pop-up:

Picture 364

  1. 6. Fill in new Course Offering form as described in the Creating Course Offerings section;

  2. 7. Click ‘Finish’ button to save changes and return to the Courses section or click ‘Save and Create Another’ button to save changes and create another Course Offering for the same course.

NOTE:

You can create unlimited number of Course Offerings for one Course; the only condition is to differentiate Course Offerings by Access Period.

          1. 4.1.9.1.2 Creating e-Learning Course Sites

To add a new e-Learning Course to SharePoint REM, do the following:

  1. 1. Go to the Courses section on REM Settings page:

Picture 365

  1. 2. On the ribbon menu go to Items > New Course;

  2. 3. Select e-Learning Course Site and click Next:

Picture 59

  1. 4. Complete the open Course creation form as described above. The only difference from the standard course creation form is course selection instead of entering Course Title:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML12f4a10.PNG

  • − Course – check the radio button to specify the way of course creating: Select Existing Course or Create Course From Template; type the name of the course you want to add, and then click the Check Names (Picture 368) button OR use the Browse (Picture 369) button to find the course; this can be any course from the configured LMS organization. When you select an existing course, values for ‘Short Description’, ‘Teachers’, ‘Published’, ‘Start Date’ and ‘End Date’ fields are taken from the selected SharePoint LMS course;

NOTE:

You can create only one SharePoint REM item associated with a certain SharePoint LMS course; i.e. there is no way to create an e-Learning Course and Blended Learning Course (or two e-Learning Courses) with the same SharePoint LMS course at the same time.

  1. 5. Click Save to add the new e-Learning Course Site.

After e-learning Course Site is created, a course offering is generated for it automatically using default enrollment template. To manage Course offerings for the course, select the needed course and click ‘Manage Offerings’ in the ribbon menu:

Picture 371

NOTE:

The courses are periodically updated by Synchronization Job during the synchronization process with configured SharePoint LMS Organization.

Registrations to e-Learning Course Sites are also updated by GradeBook course completion event: when user completes corresponding course in SharePoint LMS, registration status in SharePoint REM is instantly changed to ‘Course Completed’.

          1. 4.1.9.1.3 Creating e-Learning Courses from Templates

To create a new course from template, do the following:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select e-Learning Course Site and click Next:

Picture 60

  1. 4. Choose Create Course From Template radio-button and complete the open form as described above:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML1013bdc.PNG

  • − Select Template select the Template from course templates on SPLMS Organizations assigned to REM or type its URL. If Blank Template is selected, a new course is created in primary LMS Organization set for REM.

NOTE:

You can create only one SharePoint REM item associated with a certain SharePoint LMS course; i.e. there is no way to create an e-Learning Course and Blended Learning Course (or two e-Learning Courses) with the same SharePoint LMS course at the same time.

  1. 5. Click Save to add the new Course.

After e-learning Course Site is created, a course offering is generated for it automatically using default enrollment template. To manage Course offerings for the course, select the needed course and click ‘Manage Offerings’ in the ribbon menu:

Picture 374

          1. 4.1.9.1.4 Creating Blended Learning Course

This type of course supposes combination of teaching online and in a class. It is associated with a SharePoint LMS course.

To add a new Blended Learning course to SharePoint REM, do the following:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select Blended Learning and click Next:

Picture 61

  1. 4. Complete the open form as described above. The only difference from the standard course creation form is course selection instead of entering Course Title:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML146ae7d.PNG

  • − Course – check the radio button to specify the way of course creating: Select Existing Course or Create Course From Template; type the name of the course you want to add, and then click the Check Names (Picture 378) button OR use the Browse (Picture 379) button to find the course; this can be any course from the configured LMS organization. When you select an existing course, values for ‘Short Description’, ‘Teachers’, ‘Published’, ‘Start Date’ and ‘End Date’ fields are taken from the selected SharePoint LMS course.

NOTE:

You can create only one SharePoint REM item associated with a certain SharePoint LMS course; i.e. there is no way to create an e-Learning Course and Blended Learning Course (or two e-Learning Courses) with the same SharePoint LMS course at the same time.

  1. 5. Click Save to add the new course.

After Blended Learning course is successfully created, you can proceed directly to Course Offerings creation:

Picture 380

          1. 4.1.9.1.5 Creating Classroom Training

This type of course is held only in class without any online tasks; this type is not associated with any SharePoint LMS course.

To add a new Classroom Training to SharePoint REM, do the following:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select Classroom Training and click Next:

Picture 62

  1. 4. Complete the open form as described above.

  2. 5. Click Save to add the course. It will appear in the list of courses.

After Classroom Training course is successfully created, you can proceed directly to Course Offerings creation:

Picture 383

          1. 4.1.9.1.6 Creating Webinar Courses

This type of course creates a webinar using the existing Webinar service. This course type is not associated with any SharePoint LMS course.

It can be created in REM after activation of ELEARNINGFORCE – REM: Webinar feature:

Picture 449

NOTE:

This feature can be activated only after REM Publishing feature activation.

To add a new Webinar Course to SharePoint REM, do the following:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select Webinar Course and click Next:

Picture 66

  1. 4. Complete the open form as described above;

  2. 5. Click Save to add the course. It will appear in the list of courses.

After Webinar course is successfully created, you can proceed directly to Course Offerings creation:

Picture 454

          1. 4.1.9.1.7 Creating e-Learning Content Package

E-Learning Content Package is a course type that allows uploading existing content packages (SCORM/AICC) to deliver online training in one step.

It can be created in REM after activation of ELEARNINGFORCE – REM: e-Learning Content Package feature:

Picture 456

NOTE:

This feature can be activated only after REM Publishing feature activation.

To create an e-Learning Content Package, do the following actions:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select e-Learning Content Package and click Next:

Picture 68

  1. 4. Fill in the open Course creation form as described above. The only difference from the standard course creation form is Content Package selection and setting completion settings:

Picture 461

  • − Content Package – select existing or create new content package. It is possible to select more than one content package in the picker;

Click Create (Picture 464) to upload a new content package:

Picture 468

NOTE:

The new package will be uploaded to a library in the first SPLMS Organization set for this REM in Central Administration.

Or click Browse (Picture 471) to select existing content packages. The packages picker searches among all SCORM/AICC packages uploaded to the REM Host Site and first SPLMS Organization set for this REM:

Picture 473

After SCORM/AICC package selection an ‘Advanced settings’ section appears. Depending on the content package type which is detected automatically, different settings are available.

If AICC package was selected:

Picture 475

  • − Modal Window - select the checkbox if you want the SCORM to be opened in a modal window (the option automatically disables ‘Open in new window’ option):

Picture 478

    • • Custom Screen – specify the custom size of the SCORM modal window (in pixels);

    • • Full Screen – select the checkbox to maximize the SCORM modal window;

  • − Allow Resizing – select the checkbox to allow users changing the size of the SCORM content window. When the option is checked, you will have to specify the minimal size of the SCORM content window (in pixels):

Picture 1345054370

  • − Show Submit button – select the checkbox to display the ‘Submit’ button for Learners.

If SCORM package was selected:

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  • − Open in New Window - select the checkbox if you want the SCORM to be opened in a new window (the option is checked by default);

  • − Modal Window - select the checkbox if you want the SCORM to be opened in a modal window (the option automatically disables ‘Open in new window’ option):

Picture 1345054375

    • • Custom Screen – specify the custom size of the SCORM modal window (in pixels);

    • • Full Screen – select the checkbox to maximize the SCORM modal window;

  • − Allow Resizing – select the checkbox to allow users changing the size of the SCORM content window. When the option is checked, you will have to specify the minimal size of the SCORM content window (in pixels):

Picture 1345054376

  • − Allow browse (realized in sco) – select the checkbox to allow opening the package in the browse mode without selecting an attempt first;

NOTE:

The Browse option is not shown on DispForm (dispform.aspxas). It does not apply to the attempt, but to the whole SCORM package.

When a user opens SCORM in browse mode, no attempt is created in the User Interface. It is only stored in cache.

  • − Allow Review (realized in sco) - select the checkbox to allow opening the package in the review mode. The option becomes available only if one attempt is selected as applicable to an attempt. If two or more selected, it is disabled;

NOTE:

The Review option is not shown in Edit Content Block dropdown menu as it applies to a single attempt. When a user opens the SCORM in the Review mode, no attempt is created in UI, it’s only stored in cache.

NOTE:

When the package is opened in the Review mode, it may allow a user to navigate between the nodes. Also it allows users to show both the user’s answers and the correct answers for the assessments. The later depends on the SCORM package.

When a user opens an unfinished attempt in the Review mode, he is redirected to the first slide, as opposed to a slide where he stopped the attempt. He/she cannot continue the attempt from the Review mode.

  • − Allow user to resume incomplete attempt if SCORM Completion Status ='No'- this option allows users continue an incomplete attempt when SCORM completion status ='No'. Some SCORM packages set this status immediately when starting a SCORM resulting in the “New Attempt” button being displayed to the Learner instead of 'Continue' button.

In the table below possibility to continue attempt depending on status is described:

Completion Status

Success Status

Possibility to Continue Attempt

Yes

Yes

Continue is impossible - it is successful attempt

Yes

No/Empty

Continue is impossible - this can only happen in SCORM 2004 if ‘Treat Completed as Passed’ is disabled

Empty

Any Status

Continue is possible - such attempt is incomplete, it is not finished attempt. i.e. you can Suspend, or go to another tab

No

Any Status

Continue is possible

NOTE:

‘Continue’ button opens the last from Incomplete and 'Incomplete with completion status=No' attempts (it depends on their order). After clicking 'Continue' button, User is redirected to the SCO element on which he/she stopped last time.

  • − Use control mode flow for all nodes - the checkbox is selected by default for sequencing control flow. This option is used for a better end-user experience with different kinds of SCORM packages. If this option is selected, after attempting to take the SCORM, you will be redirected right to the SCORM (questions or description if there is any). If you clear the checkbox, the sequencing flow may be violated for the SCORMS where the control flow is set to False by default. The corresponding message will appear. The SCORM content is to be selected manually on the Tools menu. Select/clear the checkbox depending on how you want to implement the sequencing;

  • − Show statistics for learner – select the checkbox to show the result page after completing the SCORM attempt;

  • − Show navigation buttons - select the checkbox to display the bottom bar for switching between the SCORM elements. You can select the checkboxes for 5 options: Next, Back, Suspend, Exit and Table of content buttons;

NOTE:

If you leave the Show navigation controls box unchecked, it will only hide the navigation bars in the SCORM player, but not on the start or statistics pages.

  • − Show node completion status - select the checkbox to display the current completion status of SCORM items;

  • − Treat complete as passed – select this option to consider the complete status as passed;

  • − Finish by lessons status – select the checkbox to specify, if an attempt is finished when lesson status for all elements is set:

  • • Redirect to statistics page when completed – automatically exits from SCORM after completion to statistics page. It works only for Final SCO element;

  • • If 'Redirect to statistics page when completed' option is checked, the system automatically moves to the statistics page when SCO element is the last one;

  • • If the system receives from LMSFinish any SCORM status excluding empty, it moves to the statistics page;

  • • If 'Allow user to resume incomplete attempt if SCORM Completion Status ='No' и 'Redirect to statistics page when completed' options are enabled, the system exits if it receives from SCORM at least 1 Positive status (completed/passed);

NOTE:

If 'Redirect to statistics page when completed' is unchecked, user should click ‘Next’ button to go to the statistics page.

NOTE:

In SCORM 2004 content commands take priority over automatic redirections ‘Exit’ and ‘Next’.

In SCORM 1.2 automatic redirections ‘Exit’ and ‘Next’ take priority over content commands.

  • • Go to next SCO automatically – automatically moves user to the next SCO element. Works only for Intermediate SCO elements.

  • • If 'Go to next SCO element automatically' option is checked, the system automatically moves to the next SCO element if the element is intermediate.

  • • If the system receives from LMSFinish Positive status (completed/passed), it automatically moves to the next SCO element. If the system receives another status, nothing happens.

NOTE:

In SCORM 1.2 if SCO element has completed status = ‘Passed’ or ‘Competed’, the system automatically moves to the next SCO element. If SCO element has completed status = ‘Failed’ or ‘Incomplete’, the system does not move to the next SCO element.

In SCORM 2004 if among SCO element with completed or success status, there is at least one element with status ‘Passed’ or ‘Competed’, the system automatically moves to the next SCO element.

NOTE:

If 'Go to next SCO automatically' option is unchecked, to move to the next SCO element, user should click ‘Next’ button.

  • − Completion Settings – in advanced settings select items to pass required for the course completion (by default All value is selected):

Picture 12

    • • If All value is selected, course will automatically be completed after the completion of all content packages;

    • • If Any value is selected, course will automatically be completed after the completion of any content package;

    • • If other value is selected, course will automatically be completed after the specified content package is completed.

Click OK to confirm the choice of content package and its settings and return to the course creation form.

  1. 5. Click Save to add the new course.

After e-Learning Content Package is successfully created, a course offering is generated for it automatically using default enrollment template. To manage Course offerings for the course, select the needed course and click ‘Manage Offerings’ in the ribbon menu:

Picture 1345054378

          1. 4.1.9.1.8 Creating Material Courses

Material Course is a course type for documents that require learner’s e-signature to confirm that he has read and understood the content of the document.

It can be created in REM after activation of ELEARNINGFORCE – REM: Course Material feature:

Picture 1345054395

NOTE:

This feature can be activated only after REM Publishing feature activation.

To create a Material Course, do the following actions:

  1. 1. Go to the Courses section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Course;

  3. 3. Select Material Course and click Next:

Picture 69

  1. 4. Complete the open Course creation form as described above;

  2. 5. Click Save to add the new Course.

After Material Course is created, a course offering is generated for it automatically using default enrollment template. To manage Course offerings for the course, select the needed course and click ‘Manage Offerings’ in the ribbon menu:

Picture 1345054398

          1. 4.1.9.1.9 Target Courses

Couse targeting is provided by a site collection feature which allows targeting courses for groups and custom pages which reflect those courses. To activate the feature perform the following steps:

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Settings section;

  2. 2. Go to the Site Collection Administration>Site collection features section;

  3. 3. Activate the ELEARNINGFORCE REM Course Targeting feature:

Picture 1345054399

After the feature is activated it’s possible to define which groups the course is targeted for (either AD or SharePoint groups). To do that, go to create or edit a course, and use the new fields added by the feature:

Picture 1345054400

Targeted required and recommended courses will be shown at the following custom pages:

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Contents section;

  2. 2. Find the Pages library and open it, search for pages ‘CourseCatalogRecommended’ and ‘CourseCatalogRequired’.

Each of the two pages contains ‘Courses’ web part mapped to ‘Course Catalog’ view of the ‘Courses’ list with either ‘Recommended’ or ‘Required’ targeting option:

Picture 1345054401

The pages are not shown in the site navigation by default but you can add them to top link bar if needed.

The pages are not optimized for performance with large amount of items therefore you might hit a SharePoint threshold limit in case the number exceeds the limit.

        1. 4.1.9.2 Recertification Process

Recertification process is available for Online Courses and Online Classrooms only. It is enabled by the REM Certificates Expiration site collection feature. To activate the feature, go to Settings > Site Settings > Site Collection Administration > Site Collection Features:

Picture 1345054402

The process of recertification in REM is described below:

  1. 1) User is assigned Course Completed status – the system sets Course Completed Date;

  2. 2) Recertification process is run by Course Offering Daily Maintainer Job. The job runs every day and gets registrations that require recertification. If registrations exist the job will change their status to Certificate Expired;

  3. 3) The reminder emails are sent to the users according to the configured settings by Course Offering Daily Maintainer as well;

  4. 4) The changes in the Certificate Expiration field should be considered for registrations that were created before the changes.

If user enrolls to the same course again, his old Certificate remains valid and after course completion a new Certificate with a new Expiration Date is generated for him, so a user can have several valid certificates for the same course.

NOTE:

This applies for new courses ONLY.

For this flow to work on old courses each Course should be assigned a course certificate manually. Otherwise the old flow will be used: after repeated enrollment to a course with a valid certificate it is deleted and a new is issued after course completion:

 

Picture 1345054412

 

User’s attempts and gradebook are deleted by SharePoint LMS course and the old certificate is kept as valid until expiration date. On completion of the new enrollment a new certificate is issued.

If auto recertification is enabled for a course offering, gradebook will be empty after recertification process and a new certificate with a new date will be generated after recertification when registration status of a course offering is changed to ‘Completed’.

        1. 4.1.9.3 Training Points

REM Training Points feature allows users to acquire the training points by completing courses. The amount of points is set per REM course (online/classroom/offline) in the course list. To activate the feature, go to Settings > Site Settings > Site Collection Administration > Site Collection Features:

Picture 127

The amount of training points per course can be set during course creation or course editing.

To view the amount of training points per course in the Courses list, modify the list view in List Tools.

The amount of separate user’s training points can be viewed on Training Points web part. The web part is available in the web part gallery and is not added to any page by default. To add it to a page, do the following actions:

  1. 1. On the needed page go to the ribbon menu Page>Edit>Insert>Web Part;

  2. 2. Select the Training Points web part in the Enrollment Web Parts section and click Add:

Picture 211

Web part’s UI depends on current user permissions:

  • Learner can view only own training points:

Picture 212

  • For other users people picker is displayed to select the user to see training points of the selected person:

Picture 214

User can select period to view training points for a specific period.

The web part shows points for selected/current user in three tabs: Earned, Planned, and All:

  1. 1) Earned tab – displays training points from the courses with the “Course Completed” status at the selected period;

  2. 2) Planned tab – displays training points from the courses with the “Enrolled” and “Waiting For Start Date” statuses at the selected period;

  3. 3) All tab – displays training points from the courses with the “Course Completed” and “Enrolled” statuses at the selected period.

        1. 4.1.9.4 Synchronizing Courses

The Synchronize Courses option allows synchronizing SharePoint LMS courses with Registration and Enrollment Module courses, updating information the main SharePoint LMS information, learners enrolled, registration statuses (i.e. certifications granted) etc.

NOTE:

Courses must be created in SharePoint REM manually. The Synchronization Job can only update the existing courses, but does not add the new ones.

All the courses updated in SharePoint LMS concerning Registration and Enrollment Module can be synchronized automatically by Courses Synchronization Timer Job or manually by a user.

NOTE:

Values of the following fields on the Courses list are synchronized from SharePoint REM to SharePoint LMS by receiver (if these fields are editable, i.e. are available on New or Edit forms):

  • Title;

  • Teachers;

  • Published (this field is synchronized only together with Start and End Dates, i.e. when all three fields are editable);

  • Description;

  • Start Date;

  • End Date.

If these fields are not editable, their values (except Teachers field) are synchronized from SharePoint LMS to SharePoint REM by ELEARNINGFORCE - REM: Courses Synchronization Job. Title and Organization fields are synchronized from SharePoint LMS to SharePoint REM by this job as well.

To enable automatic synchronization, make sure the Courses Synchronization timer job is enabled. By default the courses synchronize automatically once in every 10 minutes. But you can set another period.

To modify the Synchronization timer job settings, do the following:

  1. 1. Go to Central Administration > Monitoring >Check Job Status;

  2. 2. Select Courses Synchronization Job for the appropriate Web application. The page will open:

Picture 644

  1. 3. In the Recurring Schedule section, set the needed time period;

  2. 4. If the job is still disabled, click Enable, and then click OK;

  3. 5. To synchronize the courses manually, in the Courses section go to Items > Synchronize Courses on the ribbon menu:

Picture 645

NOTE:

Synchronize Courses ribbon action synchronizes only selected courses.

NOTE:

The following logic is applied for Teachers’ synchronization when courses synchronization is checked:

 

Picture 83

 

Information about registrations to e-Learning Course Sites is also updated by GradeBook course completion event: when user completes corresponding course in SharePoint LMS, registration status in SharePoint REM is instantly changed to ‘Course Completed’.

        1. 4.1.9.5 Viewing Courses

After clicking Courses link on the REM Settings page menu, you can see the courses list:

Picture 646

By default the list contains the following columns: Title, Description, Teachers, Start Date, Organization, Course Category, Course Status, Has Available Offerings (this field shows the presence of Active course offerings with a valid Access Period (Start Date is not later and End Date is not earlier than current date)), Published.

  1. 1. To open a certain course page, click the callout menu next to the necessary course and select Go To Course:

Picture 647

  1. 2. You will be redirected to a home page of the selected course:

Picture 649

NOTE:

If you in some way change the value of these fields, all the alterations will be discarded after the next synchronization.

  1. 3. To view the details of a certain course in the Courses section, click the callout menu next to it course and select View Item from the list (or you can simply click the name of the course):

Picture 650

Picture 145

The open detailed course information is similar to the following:

    • − Course Title – name of the course;

    • − Short Description – short description of the course;

    • − Course Category – the SharePoint REM Course category;

    • − Teachers – users that have teacher’s rights in the course;

    • − Course Duration – the course duration period;

    • − Published – shows if the course is published or not;

    • − Start Date – day the course begins;

    • − End Date – day the course ends;

    • − Course Image – image of the course shown in course catalog;

    • − Certificates Expiration – specifies certificate expiration settings mode;

    • − Competencies – CCM competencies that are granted automatically to the users who complete the course;

    • − Training Pointsspecifies training points that are gained after course completion;

    • − Hide Course from Catalog specifies whether the course is hidden from course catalog;

    • − Other Info – additional information about the course;

    • − Qualified Teachers – users that have teacher’s rights in the course;

    • − Administrators Comments – administrators’ remarks concerning the course;

    • − Organization – the course parent organization;

    • − Organization ID – ID of the course parent organization;

    • − Course – ID of the course;

    • − Number In Waiting List – number of learners in the waiting list;

    • − Number of Enrolled Users – number of learners already enrolled to the course (which have registrations with Enrolled and Waiting for Start Date statuses);

    • − Certificates Expiration Mode either 2, 1 or 0 depending on whether a course expires on certain date, after certain number of days or doesn’t expire;

    • − Certificates Expiration Days After Completed either empty or shows days after course is completed when certificate becomes expired;

    • − Certificates Expiration Date either empty or shows date when certificate becomes expired.

The Administrator can carry out the standard SharePoint actions upon a course and enroll new learners.

  1. 4. Click Close to close the form.

        1. 4.1.9.6 Editing Courses

To edit the course details, do the following:

  1. 1. Go to the Courses section;

  2. 2. Click the drop-down arrow next to the needed Course and select Edit Item:

Picture 660

  1. 2. In the open window you can edit the following fields (for more information on completing the form, see the Creating Courses section):

    • − Category;

    • − Course Duration;

    • − Long Description;

    • − Qualified Teachers;

    • − Other Info;

    • − Administrator Comments;

    • − Image Url;

    • − Required for Groups;

    • − Recommended for Groups;

    • − Competencies.

  1. 3. Click Save to save the changes and close the form.

NOTE:

During the course details editing process Save Conflict may occur and the following error message will be displayed:

 

Your changes conflict with those made concurrently by another user. If you want your changes to be applied, click Back in your Web browser, refresh the page, and resubmit your changes.”

 

It is a normal behavior due to the fact that the SharePoint REM timer job updates the course information every 5 minutes, and if the course is open for editing when the timer job is running updating course details, a user will see save conflict error.

        1. 4.1.9.7 Deleting Courses

To delete a course, do the following:

  1. 1. Go to the Courses section;

  2. 2. Click the drop-down arrow next to the course you want to delete and select Delete Item:

Picture 667

  1. 3. Click OK to confirm the deletion.

Go to All Site Content > Deleted Courses to open the storage for deleted courses.

NOTE:

After a course is deleted from the Organization site collection, it gains the Removed status. By default the courses with such a status are not displayed in the list of courses. To show them in the list, do the following:

  1. 1. Go to List > Modify View on the ribbon menu;

  2. 2. In the Filter section, select the Show all items in this view option, and then click OK:

Picture 670

 

        1. 4.1.9.8 Send E-mail to Learners

The system allows sending E-mail to all Learners enrolled to a course in one go. It is enabled by the ELEARNINGFORCE – REM: Sending Messages to Course Learners site feature. To activate the feature, go to Settings > Site Settings > Site Actions > Manage Site Features:

Picture 1345054437

After the feature is activated, a new button is added to the Courses list ribbon menu. To use this feature, do the following actions:

        1. 1. Go to the Courses list;

        2. 2. Select the needed course from the list or open it for view;

        3. 3. Click the “Send E-mail to Learners” button in the ribbon menu:

Picture 1345054438

        1. 4. A new message will be created in the Microsoft Outlook addressed to all Learners of the selected course with the Enrolled status as well as to the Course Teachers. All addressees are added to the Bcc: address field;

        2. 5. Type the e-mail subject and body and send the e-mail to all enrolled Learners and Course Teachers.

        1. 4.1.9.9 Course Interests

The Course Interest tool helps learners interested in enrolling in any particular course show their interest. For example if there is only course without course offering – showing interest in attending this course may help make the administrators know that there is the demand. When a learner wants to enroll in the course offering that is already full, the showing interest will signalize administrators about enrolling a new learner:

Picture 1345054439

The ‘Show Interest’ link is displayed in the Course Catalog section:

Picture 109

When user clicks ‘Show Interest’ link the following form appears to explain the interest in the Comments section:

Picture 1345054443

A confirmation message is displayed to notify that your comment has been recorded:

Picture 1345054444

Teacher can view Learners’ comments in the Course Interests section:

Picture 1345054445

To hide the link from the Course Catalog, you need to perform the following steps:

  1. 1. Open Site Settings page on the REM host, go to Master pages and page layouts > Display Templates > Search;

  2. 2. Find Item_CourseCatalog.html file and download a copy;

  3. 3. Open the file in Notepad;

  4. 4. Delete the following text:

<!--#_

if(!lms2rea.IsAnonymous)

{

_#-->

<div>

<a href="_#= ShowInterestUrl =#_" onclick="javascript:lms2rea.OpenShowInterest('_#= ShowInterestUrl =#_', '_#= ShowInterestConfirmMessage =#_'); return false;" title="_#=ctx.CurrentItem.REMCFTitle=#_">

<span>_#=REMCourseItemResx.ShowInterest=#_</span>

</a>

</div>

<!--#_

}

_#-->

  1. 5. Save the file and upload it to the gallery.

          1. 4.1.9.9.1 Enrolling Users from Course Interests List

All Learners’ Course Interests are displayed in the Course Interests list:

Picture 1345054448

You can view learner’s comment by clicking the Course Interest title:

Picture 1345054458

To enroll user select a Course Interest item and click ‘Enroll’ button in the ribbon menu:

Picture 1345054459

If several Course Offerings are available you will be suggested to select one:

Picture 672

After selection or if only one Course Offering is available for the course, a user enrollment form will open:

Picture 673

        1. 4.1.9.10 Enrolling Users from Courses page

To enroll a new user from the Courses section, do the following:

  1. 1. Go to the Courses section;

  2. 2. Select the needed course, and then select Items > Manage Offerings or Enroll Users from the ribbon menu:

Picture 674

  1. 3. Select the needed Course Offering from available and click ‘Enroll’ in the ribbon menu:

Picture 122

  1. 4. You will be redirected to the Enrollment form. Complete the open form as described below.

        1. 4.1.9.11 All Content Packages

To View all Content Packages and all Learner’s attempts, go to REM Settings > All Content Packages:

Picture 682

The list of all Content Packages uploaded to this REM will be displayed:

Picture 684

To upload a new Content Packages for later use click Create link and follow the instructions above.

To view all attempts of a package, select the package and click All Attempts in the drop-down menu:

Picture 685

A list of all Learners’ attempts will be displayed:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML1d0dfad.PNG

To edit settings of existing package select the package and click Edit in the drop-down menu:

Picture 689

On the Settings page you can change Title, description and navigation and Advanced SCORM settings:

Picture 690

To delete a Content Package, select the package and click Delete in the drop-down menu:

Picture 692

The following message will appear:

Picture 693

Click OK button to confirm the deletion or Cancel button to discard the process.

      1. 4.1.10  Course Offerings Management

SharePoint REM Course Offering represents a certain offer of the existing SharePoint REM Course. Each Course Offering can be intended for different Locations and can have different access or registration periods. First users need to create a SharePoint REM Course and only then create a Course Offering:

Picture 694

        1. 4.1.10.1 Creating Course Offerings

To add a new course offering, do the following:

  1. 1. Go to Course Offerings section;

  2. 2. On the ribbon menu go to Items > New Item;

  3. 3. Select type of course to which you want to create a Course Offering:

Picture 695

  1. 4. Complete the open form (the fields marked with asterisk (Picture 696) are required):

Picture 698

  • − Course – type the name of the SharePoint REM Course you want to enroll learners to, and then click the Check Names (Picture 700) button OR use the Browse (Picture 702) button to find the course; this can be any course from the configured SharePoint LMS organization;

NOTE:

You can create unlimited number of Course Offerings associated with a certain SharePoint REM Course; the only condition is to differentiate Course Offerings by Access Period.

  • − Enrollment Template – specify the template from the drop-down list;

  • − Access Period – specify the dates when learners can access the course (i.e. when the course is held). Access Start Date is required Access End Date is optional;

NOTE:

For Course Offerings created for Blended Learning and Classroom Training it is possible to set Time besides dates. To add it activate the web-scoped hidden feature “LMS2REA_CourseOfferingAccessPeriod”. The time will be displayed using Regional Settings set on user’s computer:

 

Picture 1345054468

 

 

  • − Registration Period – specify the dates when learners can enroll in the course;

In the Advanced settings section specify:

Picture 120

  • − Time Zone – specify the course area time zone;

  • − Minimum number of Learners - specify the minimal number of learners for this course to be started;

NOTE:

If the Min. Learners Number is not scored, the Administrator will receive the system notification, that the course is canceled. However, the Administrator can ignore this notification.

  • − Maximum number of Learners specify the maximal number of learners that can be enrolled in this course. If this number exceeds, those learners will be added in the waiting list;

  • − Teachers specify the name of the instructors for this course, and then click the Check Names (Picture 1345054490) button OR use the Browse (Picture 1345054493) button to find the needed names. In this field only people specified as Qualified Teachers in the parent course can be chosen. If no one is specified in Qualified Teachers field in the parent course, any user can be chosen in Teacher Picker;

  • − Auto Recertification – select this option to enable auto recertification (option is unchecked by default);

    • • Days Prior to Certificate Expiration – set number of days before certificate expiration on which user will be auto enrolled in course offering (if Auto Recertification option is checked, a registration to course offering is created automatically at selected date);

NOTE:

This field is active only after ELEARNINGFORCE – REM: Certificates Expiration feature activation.

  • − Course Offering Status – select from the drop-down list Active or In Planning status;

NOTE:

Course Offering status is visible only on Creation form.

  • − Required for Groups – specify the AD or SP groups this course offering will be visible for. This course offering will be required for all users belonging to the specified group. The field is available only if ‘REM: Course Targeting’ feature is activated;

  • − Recommended for Groups - specify the AD or SP groups this course offering will be visible for. All users belonging to the specified group will be recommended this course offering. The field is available only if ‘REM: Course Targeting’ feature is activated;

  • − Groups to Enroll – specify AD or SP groups for forced enrollment into this Course Offering. All members of the specified group will be enrolled in the Course Offering.

NOTE:

‘Groups to Enroll’ field is displayed only when ELEARNINGFORCE – REM: Group Enrollment Flow site collection feature is activated. To activate it, do the following:

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Settings section;

  2. 2. Go to the Site Collection Administration>Site collection features section;

  3. 3. Activate the site collection feature:

Picture 14

  1. 5. Click Save to add the new Course Offering.

Depending on Course Type, Course Offering creation form has some different fields:

  • • For e-Learning and Blended Course Offerings:

Picture 712

      • SharePoint LMS Learner Group – specify the user group for this offering or create a new one;

NOTE:

Create a new group option is checked by default. The text box for group name should contain the default group name template. Placeholder AUTONUMBER will be replaced by integer number. The number is unique for each course offering.

The new field Auto Generated Number can be added to the course offering list by modifying list view. This field is read-only and is changed by system only (during creation of the course offering). The field stores the auto generated number that is used for Learners group name:

Picture 715

 

NOTE:

Users chosen as Teachers for e-Learning and Blended Course Offerings are automatically added to the SharePoint REM and SharePoint LMS Teachers group. It means that these users will be displayed in Course Teachers field in the corresponding SharePoint REM course and will be added as Teachers to the related SharePoint LMS Course. This is one-way synchronization, teachers are only added to SharePoint LMS course site by this functionality, but never deleted.

  • • For Blended Learning and Classroom Training Offerings:

Picture 720

  • − Teachers - type the name of the instructors for this course, and then click the Check Names (Picture 721) button OR use the Browse (Picture 722) button to find the needed names. In this field only people specified as Qualified Teachers in the parent course can be chosen. If no one is specified in Qualified Teachers field in the parent course, any user can be chosen in Teacher Picker;

  • − Location – specify the course location. Users can create several course offerings for one course held in different locations (i.e. different countries, cities, etc);

  • − Room - type the name of the room where this course will be held, and then click the Check Names (Picture 726) button OR use the Browse (Picture 728) button to find the room; this can be any room from the Rooms list. This course will not be associated with any SharePoint LMS course;

  • • For Webinar Offerings:

Picture 731

  • − Access Period – specify the dates and time when learners can access the course;

  • − Meeting Invitation – enter text of invitation that learners will receive to join the meeting.

Required, Recommended and Groups to enroll fields are not available in the Additional settings.

If Paid enrollment template is selected, fields for Tuition and Currency appear:

Picture 732

  • − Tuition – type the course payment sum;

  • − Currency – specify the tuition currency;

  • • For Material Offerings:

Picture 110

  • − Course Materials – use this field to add Training Materials to the course that will be displayed to Learners after enrollment to Course. You can add text description, links to SharePoint or external resources, attach documents and embed video. Use tools in the Insert ribbon menu:

Picture 737

  • − E-Signature select type of e-signature confirmation:

      • ▪ Simple Check Box – a checkbox with “I Agree” option is added next to the button:

Picture 739

      • ▪ Authorization a password field is added next to the “Confirm” button:

Picture 740

          1. 4.1.10.1.1 Target Course Offerings

Couse offering targeting is provided by a site collection feature which allows targeting offerings for groups and custom web parts which reflect those courses. To activate the feature perform the following steps:

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Settings section;

  2. 2. Go to the Site Collection Administration>Site collection features section;

  3. 3. Activate the ELEARNINGFORCE REM Course Targeting feature:

Picture 745

After the feature is activated, it is possible to define which groups the course offering is targeted for (either AD or SharePoint groups). To do that, go to create or edit a course offering, and use the new fields added by the feature:

Picture 748

To show targeted required and recommended course offerings, it is necessary to add a Course Offering Targeting web part to a page, and connect it to the Course Offerings List web part. You would usually want to do this for a course details page, which users open from the course catalog to read more information about the course and pick an offering e.g.

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Contents section;

  2. 2. Find the Pages library and open it, search for pages like ‘OnlineCourseDetails’, etc. for different types of courses.

Course Offering Targeting web part provides three buttons: Required, Recommended, All Available. To add a Course Offering Targeting web part, edit a page and select Web Part option from the ‘Insert’ tab.

In the Categories section, choose Enrollment Web Parts, in the Web Parts section, choose Course Offering Targeting web part:

Picture 749

Click Add button. The specified web part will now appear on the page:

Picture 750

To connect the specified web part to the Course Offering List web part, click Edit Web Part>Connections>Send Course Offering Targeting To>Course Offerings:

Picture 751

When a logged in user clicks these buttons:

  • • RecommendedCourse Offering List web part will display only the course offerings that are recommended for a logged in user;

  • • Required - Course Offering List web part will display only the course offerings that are required for a logged in user;

  • • All AvailableCourse Offering List web part will display all course offerings that are Recommended and Required for a specified AD or SP group member and all course offerings with empty columns [Required For Groups] and [Recommended For Groups]. This view is checked by default.

NOTE:

If the feature is activated but the Course Offering Targeting web part is not connected to the Course Offering List web part, Course Offering List web part works as All Available option is selected.

If the Course Offering Targeting web part is added to the page, but afterwards the feature has been deactivated, the specified web part will be still on the page, but UI options will not be visible.

If the feature is activated, but the user is not registered, then there is no targeting applied to this user.

        1. 4.1.10.2 Viewing Course Offerings

To view the course offerings details, do the following:

  1. 1. Go to the Course Offerings section;

  2. 2. Click the callout menu next to the needed Course Offering and select View Item:

Picture 752

  1. 3. The following window will appear:

Picture 753

  • − The fields Course and Enrollment Template become clickable. Click their titles to open the window with the detailed information;

  • − The new fields will be added: Number of Enrolled Users (users with registration status Enrolled and Waiting for Start Date. This field is updated by Courses Synchronization Timer Job or manually by using Synchronize Courses ribbon action), Number in Waiting List (users with the registration status In Waiting List) and Course Offering Status.

The following statuses are possible for Course Offerings:

  • • In Planning – shows that course offering is planned but is not ready for enrollment yet. Course Offerings with this status are not displayed for Learners;

  • • Active shows that course offering is available for enrollment. This status is set by default during course creation or can be set manually by Administrator;

  • • Cancelled shows that course offering has been cancelled;

  • • Closed – shows that course offering has been closed by Teacher via Dashboard or by LMS Administrator on Course Offerings list (whilst editing course offering) or by timer job according to settings of the enrollment template;

  • • Ended – shows that Access Period of the Course Offering has ended. This status is set automatically by timer job.

  1. 4. Click Close to close the window.

        1. 4.1.10.3 Editing Course Offerings

To edit the course offerings details, do the following:

  1. 1. Go to the Course Offerings section;

  2. 2. Click the callout menu next to the needed Course Offering and select Edit Item:

Picture 754

  1. 3. In the open window you can edit the following fields (for more information on completing the form, see the Creating Course Offerings section):

    • − Access Period;

    • − Registration Period;

    • − Location;

    • − Room;

    • − Time Zone;

    • − Tuition;

    • − Currency;

    • − Min. Learner Number;

    • − Max. Learner Number;

    • − Teachers;

    • − Course Offering Status;

Course Offering status

Can be changed to

Active

In Planning

Closed

Cancelled

Ended

Active

Closed

In Planning

Closed

Active

In Planning

Cancelled

In Planning

Active

Cancelled

Closed

NOTE:

When you change Course Offering status to ‘Closed’, a confirmation message will appear:

 

Picture 129

 

Click OK button to close the offering or Cancel button to discard the action.

    • − Groups To Enroll;

    • − Required for Groups;

    • − Recommended for Groups.

  1. 4. Click Save to save the changes.

        1. 4.1.10.4 Cancelling Course Offerings

To cancel a Course Offering, do the following:

              1. 1. Go to the Course Offerings section;

              2. 2. Select the Course Offering you want to cancel and click Edit item in the callout menu. In the Advanced settings section select Cancelled from the Course Offering Status drop-down and click Save button:

Picture 32

              1. 3. Confirm cancelling the Course Offering:

C:\Users\buhtik_n\AppData\Local\Temp\SNAGHTML18c573b.PNG

After a Course Offering is cancelled, all Learners Enrolled to the Course offering are sent a notifying email “Course Offering Canceled” that is selected in the Enrollment Template.

NOTE:

There is no automatic flow to enroll learners from the cancelled course offering to another one.

If you need to enroll all learners to another course offering, you have several options:

  • • REM administrator enrolls all learners to the new course offering;

  • • learners enroll in a different course offering on their own;

  • • create an email for all the learners to tell where they should enroll.

NOTE:

Information about registrations to the cancelled course offering is stored in the Registrations list.

All registrations to the cancelled Course Offering except registrations with the ‘Course Completed’ and ‘Certificate Expired’ statuses get Cancelled status:

 

Picture 757

 

If registration had ‘Course Completed’ status before course offering was cancelled, its certificate and CCM Competencies are not deleted.

        1. 4.1.10.5 Deleting Course Offerings

To delete a Course Offering, do the following:

  1. 1. Go to the Courses section;

  2. 2. Click the callout menu next to the Course Offering you want to delete and select Delete Item:

Picture 759

  1. 3. Click OK to confirm the deletion.

All registrations to the deleted Course Offering get Cancelled status with Cancelation reason Canceled by Course Offering.

Go to All Site Content > Deleted Courses to open the storage for deleted course offerings.

NOTE:

After a course offering is deleted from the Organization site collection, it gains the Removed status. By default the course offerings with such a status are not displayed in the list of courses. To show them in the list, do the following:

  1. 1. Go to List > Modify View;

  2. 2. In the Filter section, select the Show all items in this view option, and then click OK:

 

Picture 760

 

        1. 4.1.10.6 Send E-mail to Learners

The system allows sending E-mail to all Learners enrolled to a course offering in one go. It is enabled by the ELEARNINGFORCE – REM: Sending Messages to Course Learners site feature. To activate the feature, go to Settings > Site Settings > Site Actions > Manage Site Features:

Picture 762

After the feature is activated, a new button is added to the Course Offerings list ribbon menu. To use this feature, do the following actions:

  1. 1. Go to the Course Offerings list;

  2. 2. Select the needed course offering from the list or open it for view;

  3. 3. Click the “Send E-mail to Learners” button in the ribbon menu:

Picture 764

  1. 4. A new message will be created in the Microsoft Outlook addressed to all Learners of the selected course offering with the Enrolled status as well as to the Course Teachers. All addressees are added to the BСС: address field.

  2. 5. Type the e-mail subject and body and send the e-mail to all enrolled Learners and Course Teachers.

        1. 4.1.10.7 Managing Course Offerings from Courses List

User can get access to Course Offerings management from the Courses section:

  1. 1. Select a Course in the Courses list and click ‘Manage Offerings’ in the ribbon menu:

Picture 765

  1. 2. A list of Course Offerings to that Course will open in a modal window. User can manage these Offerings using ribbon menu buttons:

Picture 123

        1. 4.1.10.8 Copy/Clone Course Offerings

If you need to create many course offerings for one course, you can use Copy/Clone functionality. You can get access to it from the Courses list and from the Course Offerings list.

From the Courses List:

        1. 1. Select a Course in the Courses list and click ‘Manage Offerings’ in the ribbon menu:

Picture 1345054499

        1. 2. Select one Course Offering and click Copy/Clone in the ribbon:

Picture 124

From the Course Offerings List:

              1. 1. Go to Course Offerings list and select necessary Course Offering:

Picture 1345054502

              1. 2. Click Copy/Clone button in the ribbon menu:

Picture 126

After that, a new Course Offering form will appear with all settings copied from the selected offering:

Picture 1345054508

Make all necessary changes on the Course Offering creation form and click ‘Save’ to create the new Course Offering:

Picture 128

It will be added to the list of Course Offerings:

Picture 1345054513

        1. 4.1.10.9 Enrolling Users from Course Offerings

To enroll a new user from the Course Offerings section, do the following:

  1. 1. Go to the Course Offerings section;

  2. 2. Click the callout menu next to the needed course, and then select Enroll from the list:

Picture 1345054515

  1. 3. You will be redirected to the Enrollment form. Complete the open form:

  • − Add multiple users – this checkbox is selected/cleared during the Course Template creation;

  • − Create New Users – if you want to add the users who are not registered in SharePoint REM yet, complete the user information in the fields below, and then click Add User:

Picture 1345054520

NOTE:

This field is only displayed if you unchecked the Don't use users registration part box during the site collection creation (for details see chapter Create REM Application Host in “LMS365 On-Premises 4.8 Installation and Configuration Guide”). If the box was checked, you can only enroll the existing users and the mentioned above field will be hidden.

  • − Select existing users to enroll – type the name of the user you want to add, and then click the Check Names (Picture 1345054521) button OR use the Browse (Picture 1345054526) button to find users;

  • − Invoice Address – complete the information about the person/company who will pay for the course;

  • − Select the checkbox to be notified if places on the course become available (if the course is already full); this option is active only if you activated the waiting list during the template creation;

  • − Accept Terms and Conditions – this checkbox is to be checked in order to allow you enrolling the users on the course:

NOTE:

If you try to enroll user into a Course Offering with Automatic Approval type and Start Date in future, a Registration with status ‘Waiting For Start Date’ is created:

 

C:\Users\AGEUCH~1\AppData\Local\Temp\SNAGHTMLafbe3c9c.PNG

 

User will be enrolled after Start Date comes (and ‘ELEARNINGFORCE – REM: Waiting for Start Date Enrollments Job’ runs).

If you try to enroll user into a Course Offering with Line Manager Approval type and Start Date in future, a Registration with status ‘Waiting for Approval’ is created first. When enrollment request is approved and Start Date has not yet come, a Registration changes its status to ‘Waiting For Start Date’ and user will be enrolled after Start Date comes (and ‘ELEARNINGFORCE – REM: Waiting for Start Date Enrollments Job’ runs).

Picture 1345054527

  1. 4. Click OK to enroll the specified users;

  2. 5. An Enrollment Confirmation message will be displayed to confirm successful enrollment:

Picture 1345054533

If you have enrolled yourself along with some Learners, a message with ‘Course Catalog’, ‘My Dashboard’ and ‘Go to Course’ buttons will be displayed:

Picture 770

NOTE:

It is possible to have 2 registrations for the same user for the same course offering:

 

Picture 771

 

Enrolling user to the course again is possible if his/her previous registration has status: Course Completed, Course Not Completed, Canceled (if cancellation reason is ‘User Removed From Group’). The new registration has new registration key if the user was enrolled from Course Offerings or All users page, or via Group Enrollment Flow feature. If the ‘Add Registrations with Existing Key’ button was used to enroll user to the same course offering, the new registration has the same registration key.

      1. 4.1.11  Curriculums Management

Curriculum functionality allows creating and managing maps of training courses for selected users to give them a total overview of which learning map must be completed to fulfill their job.

To activate the feature, go to Settings > Site Settings > Manage site features and activate the ELEARNINGFORCE - REM: Curriculum feature:

Picture 772

After feature activation, Curriculums functionality is available on the REM Settings page:

Picture 773

To add a new Curriculum, do the following:

  1. 1. Go to Curriculums section on the REM Settings page;

  2. 2. On the ribbon menu go to Items > New Item or click Add New Curriculum button Picture 774:

Picture 776

  1. 3. Fill in the open form:

Picture 20

  • − Name – type name for the curriculum;

  • − Short Description text field for clear description of the curriculum;

  • − Long Description – text field for the detailed curriculum description;

  • − Courses – use course picker to select courses that will be included in the Curriculum. Courses can be searched by Course Title, Long Description, Administrators Comments and Course Category:

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  • − Published – check the box in order to show this curriculum in the Dashboard. If the box is not checked, you can manage curriculum without publishing it immediately;

Use targeting settings to select jobs/roles/target audience to which the curriculum will be assigned. At least one target must be selected:

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  • − Jobs – use jobs picker to select jobs to which the curriculum will be assigned:

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  • − Roles – use roles picker to select roles to which the curriculum will be assigned:

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  • − Target audienceuse target audience picker to select target audience to which the curriculum will be assigned. You can choose to add Global Audiences (configured in Central Administration), Distribution/Security Groups or SharePoint Groups:

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NOTE:

Curriculum Enrollment Confirmation email is instantly sent to all users specified in Targeting Settings after the creation of the curriculum if it is published.

After editing the curriculum, this email notification is sent to those users who have not received it yet if Targeting Settings are changed (Curriculum Targeting Notification Job checks which users have received the email notification yet in order to send it only to those users who were added to Targeting Settings after the creation of the curriculum).

If curriculum has not been published after the creation and becomes published after editing, all users specified in Targeting Settings will receive Curriculum Enrollment Confirmation email.

NOTE:

Curriculum supports only its own Targeting Settings. It means that targeting settings set during the course creation for the courses included in the curriculum (Required for Groups, Recommended for Groups fields) are not applicable to the curriculum.

Use Email Templates Configuration settings to configure sending curriculum email notifications:

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  • − Email Type column specifies email type. They are as follows: Curriculum Completion Due Date Reminder Notification, Curriculum Enrollment Confirmation, Curriculum Completed Confirmation, Curriculum Certificate Has Expired, Curriculum Certificate Is Expiring Reminder;

  • − Email Template column allows choosing email template for each email type (default or previously created);

  • − Enabled column allows enabling/disabling sending email notifications (by default all are enabled).

Use advanced settings to set curriculum prerequisites, set curriculum due date and certificate for the completion of the curriculum:

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  • − Curriculum Prerequisites – enables setting a specific order of passing curriculums. It will allow Learners to pass current curriculum only after passing curriculum(s) specified in this field. It is possible to select multiple curriculum prerequisites:

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If curriculum is locked by prerequisite(s), it is shown in My Training Overview with the locked icon:

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NOTE:

If curriculum is locked by prerequisites, its courses will also be locked.

NOTE:

Learner cannot enroll in a course that is locked by curriculum prerequisites from Course Details page, a mouse over message with explanations will appear:

 

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NOTE:

Learner cannot enroll in a course that is locked by curriculum prerequisites from Course Offerings list, in Action column this course will be locked:

 

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  • − Due Date – set date when all courses included in the curriculum must be completed:

    • Never – select this option to set no due date;

    • Days after enrollment – select this option to set the number of days, after which the due date comes. Enrollment Date is a minimum enrollment date of all registrations of the curriculum;

    • Date – select this option and set the due date;

    • Email Notification Settings specify the number of days before due date (multiple values are allowed separated by comma) when user is notified about it;

  • − Send overdue email reminder to – specify roles to which an email reminder will be sent as well as the number of days after the due date when they will be notified;

  • − Certificate – default Curriculum Certificate Template from primary SPLMS Organization is set (if primary Organization changes, Curriculum Certificate will be updated). Use ‘Browse’ to select another certificate template:

NOTE:

If there is an existing registration for the course included in a curriculum and its enrollment date (when registration status became Enrolled) is less than date of curriculum creation, curriculum creation date is used for the due date calculating.

NOTE:

Due Date settings do not influence the status of Curriculum.

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NOTE:

If user deletes default certificate or leaves this field empty, no certificate is used.

  • − Certificates Expiration allows setting options for certificates expiration:

    • Never – select this option to disable certificate expiration;

    • Days after completion – select this option and set the number of days, after which the certificate for this course becomes expired;

    • Date – select this option and set the date on which the certificate becomes expired;

    • Email Notification Settings – specify the number of days before certificate expiration (multiple values are allowed separated by comma) when user is notified about it;

    • Automatically revoke competencies when certificate expires – check this option to revoke automatically associated competencies when certificate expires (user registration status is Certificate Expired). This option is not available when Never value is checked for Certificates Expiration;

These options are available only if ‘REM: Certificates Expiration’ feature is activated.

NOTE:

Curriculum Certificate information is synchronized to Reporting Center database.

A curriculum is completed when there is a valid certificate issued for it. If no certificate is set for a curriculum it’s completed when all its courses are completed.

To make sure curriculum is retaken and completed before expiration of its certificate you might want to use the ‘Auto Recertification’ option. The example of curriculum life cycle is illustrated below:

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We assume auto recertification feature is enabled for ‘Daily Planning’ and ‘Loyalty Sales’ courses. Certificate for ‘Onboarding’ course never expires. Certificates for the rest of courses and curriculum are issued for 365 days after their completion.

NOTE:

Expiration of Courses included in the curriculum does not influence expiration of the Curriculum Certificate.

NOTE:

If user is issued with a new valid Curriculum Certificate, the previous valid certificate becomes expired. The system does not expire certificates with ‘Never’ value set in Certificates Expiration settings.

To view, edit or delete a Curriculum, follow the standard SharePoint scenario.

        1. 4.1.11.1 Course Ordering

To set a specific order of passing Courses within the Curriculum, you can use Course Ordering functionality. It will allow Learners enroll only into the first Course of the Curriculum making next courses available only after completing all previous Courses.

To set Course Ordering for a Curriculum, do the following actions:

        1. 1. Select the needed Curriculum in the list of Curriculums and click ‘Course Ordering’ button in the ribbon menu:

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        1. 2. Enable prerequisites functionality for this Curriculum by selecting ‘Yes’ option:

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        1. 3. Select order for passing courses within curriculum by selecting Position from top for each course:

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        1. 4. Click OK to save selected order of passing courses or Cancel to discard changes.

      1. 4.1.12  Timetable Templates Management

The Attendance tool allows marking the learners’ attendance. For Classroom Trainings all students are listed in the table where every person is registered as attending the course hours of the current date or not. Every course hour is presented as a separate column in the table; under every column there are checkboxes that are used for setting the data: either checked or not. For e-Learning and Blended Learning user is redirected to the related SharePoint LMS course attendance page.

        1. 4.1.12.1 Creating Timetable

To manage the learners’ attendance, user should create a timetable. To do that, follow the steps given below:

      1. 1. Go to Course Offerings section;

      2. 2. Select a course offering and click Attendance button:

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      1. 3. In the Attendance Tools select Timetable > New Item to create a new attendance period;

      2. 4. Fill in the open form (the fields marked with asterisk (Picture 1345054652) are required):

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      • Start Time – specify the start time of the period;

      • End Time – specify the end time of the period;

      • Week Days – select checkboxes near corresponding week days;

      • Start Date – specify the start date of the period;

      • End Date – specify the end date of the period.

      1. 5. Click OK to save the Timetable.

NOTE:

A Timetable can include several Attendance Periods.

NOTE:

Optionally you can save the current timetable in order to use it later. To do it, click the Export button (specify the path to save the timetable .csv file). To upload the previously saved timetable file, click the Import button and browse to the .csv file you intend to import.

        1. 4.1.12.2 Editing Timetable

To edit existing Timetable, do the following:

      1. 1. Go to Course Offerings section;

      2. 2. Select a course offering and click Attendance button;

      3. 3. Click Timetable button. All Attendance Periods of the Timetable will be displayed:

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      1. 4. Click the drop-down arrow and select Edit. Editing Period from will be opened:

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      1. 5. Make necessary changes and click OK to save changes.

        1. 4.1.12.3 Deleting Timetable

To delete existing period, do the following:

      1. 1. Go to Course Offerings section;

      2. 2. Select a course offering and click Attendance button;

      3. 3. Click Timetable button. All Attendance Periods of the Timetable will be displayed:

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      1. 4. Click the drop-down arrow and select Delete;

      2. 5. Click Delete to complete the deletion:

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        1. 4.1.12.4 Marking Attendance

To mark learners’ attendance, do the following:

      1. 1. Go to Course Offerings section;

      2. 2. Select a course offering and click Attendance button;

      3. 3. Table with Learners enrolled in the course offering and Attendance Periods of the Timetable will be displayed. To register attendance of the necessary learners check the boxes under the corresponding attendance periods:

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      1. 4. Click Save to save changes.

        1. 4.1.12.5 Viewing Classroom Training Attendance

There are two ways to view learners’ attendance of the Classroom Training:

From Courses page:

  1. 1. Select the needed Classroom Training Course and click ‘Manage Offerings’ in the ribbon menu:

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  1. 2. Select the needed Course Offering and click ‘Attendance’ in the ribbon menu:

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  1. 3. A corresponding Attendance page will be opened in a modal window allowing to view and mark Learners’ attendance:

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From Course Offerings page:

  1. 1. Check the box against the needed Classroom Training and click the Attendance button on the ribbon menu:

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  1. 2. You will be redirected to the corresponding course Attendance page, where you can check the attendance marks:

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The home page of this section proposes a table of attendance for the current date. A user can pass to other dates that have already passed by selecting a necessary day in the calendar. To browse a date, select a necessary date in the Calendar in the top left corner of the page and click it.

NOTE:

It is possible for students to view their attendance too.

        1. 4.1.12.6 Viewing e-Learning and Blended Learning Courses Attendance

There are two ways to view learners’ attendance of e-Learning or Blended Learning courses:

From Courses page:

  1. 1. Select the needed e-Learning or Blended Training Course and click ‘Manage Offerings’ in the ribbon menu:

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  1. 2. An Attendance page from corresponding SharePoint LMS course will be opened in a modal window allowing to view and mark Learners’ attendance:

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From Course Offerings page:

  1. 1. Check the box against the needed e-Learning or Blended course and click the Attendance button on the ribbon menu:

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  1. 2. You will be redirected to the SharePoint LMS course Attendance section:

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  1. 3. Click the Timetable to create a new learners’ timetable:

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  1. 4. Click the New Item icon in the ribbon. Complete the following information:

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  1. 5. Click OK to save the timetable period; the new timetable will now appear:

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  1. 6. Click Back (WF_shape_201) to be redirected to the Attendance section.

  2. 7. 

      1. 4.1.13  Coupons Management

The Coupons tool allows the course administrator to set a discount for a certain Course Offering. A user can get a discount by entering a coupon code. The amount of discount is determined by the course administrator (in the range of 0 – 100%). You can create more than one coupon for a Course Offering:

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To create a Coupon, do the following:

  1. 1. Go to the Coupons section;

  2. 2. On the ribbon menu go to Items > New Item > Course Coupon or click Add New Coupon button  Picture 994:

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  1. 3. Complete the open form (the fields marked with asterisk (Picture 996) are required):

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  • − Coupon Code – enter a coupon code that corresponds to a certain discount amount;

  • − Course select a course to which the coupon applies;

  • − Company – enter the name of the company that provided a coupon;

  • − Discount – enter the amount of discount (from 0 to 100 off the course price).

  1. 4. Click Save to create a coupon. The created coupon will appear in the list.

To edit or delete a coupon, follow the standard SharePoint scenario.

      1. 4.1.14  Group Enrollments

It is possible to enroll into course offerings not just single learners, but whole groups. In order to enable group enrollment flow feature, do the following:

  1. 1. On the SharePoint REM welcome page, go to the Settings >Site Settings section;

  2. 2. Go to the Site Collection Administration>Site collection features section;

  3. 3. Activate the SharePoint REM Group Enrollment Flow site collection feature:

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NOTE:

To enable Group enrollment flow feature make sure that ELEARNINGFORCE – REM: Group Enrollments Timer Job feature is activated for web application.

If site collection feature is activated, AD and SharePoint REM groups could be enrolled by two ways:

  1. 1. User can enroll groups from enrollment form via user picker. To enroll a whole group, enter group title in the login name field and fill in the form as described in section 4.1.10.9 Enrolling Users from Course Offerings. Group enrollment could be long operation depending on how many groups are enrolled and how many users these groups contain;

  2. 2. User can set groups for forced enrollment during editing or creating course offerings. For more information see sections 4.1.10.1 Creating Course Offerings and 4.1.10.3 Editing Course Offerings. Members of these groups will automatically be enrolled with delay by SharePoint REM Group Enrollments Timer Job. To enroll them immediately click Check Group Enrollments button on the ribbon:

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NOTE:

The following logic is applied when group enrollment is checked:

 

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Active registration means:

  • • registration with statuses 'Enrolled', 'Wait For Approval', 'Waiting For Start Date', 'In Waiting List' for 'Material' course type;

  • • registration with statuses 'Enrolled', 'Wait For Approval', 'Waiting For Start Date', 'In Waiting List', 'Course Completed' for other course types.

To view information related to group enrollments, modify view in Registrations list and add fields with additional information:

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      • Groups – shows names of the AD or SharePoint REM groups which registration belongs to. This field can contain several groups, if user is a member of several groups enrolled to course offering;

      • Is Grouped – indicates whether registration belongs to any group or not.

      • Groups – shows names of the AD or SharePoint REM groups which registration belongs to. This field can contain several groups, if user is a member of several groups enrolled to course offering;

      • Is Grouped – indicates whether registration belongs to any group or not.

NOTE