Generate the training overview reports

Introduction

LMS365 (Learn365) enables the generation of reports for all or specific learners in the current catalog, and all or specific training in the current catalog. In this way, catalog admins can view information relating to learners' progress.

In this article, you'll find information about how to generate the training overview reports, and how to download and read them.

The Training overview reports are available from two areas of the LMS365 (Learn365) Admin Center. The configuration of the reports differs slightly depending on where you open them, and the report outputs are similar. For information about how to generate training overview reports via the Training Management page (where they are called training reports), see this article.

 

Generate training overview reports

Required role: catalog admin.

1. Go to the LMS365 (Learn365) Admin Center > Reports. The Reports page opens.

2. Select Training > Training overview. The Training reports panel opens.

3. On the opened Training reports panel, select the scope of the report.

 

Training overview reports

 

Generate learner-based reports

LMS365 (Learn365) enables the generation of learner-based progress reports. This enables catalog admins to analyze information relating to learners' progress.

On the opened Training reports panel, select the scope of the report.

1. Under Report type, select Learner.

2. Select either All learners or an individual user from the Select scope drop-down list. This defaults to All learners.

The item you select from the Select scope drop-down list determines the behavior of the Include users and Include enrollments sections.

If you select an individual learner, the Include users and Include enrollments sections become inactive. In this case, proceed to step 5.

 

Training overview learner report individual learner

 

If you select All learners, you can choose the status of the learners and which enrollments you want to include in the report.

3. In the Include users section, select one of the following: Active, Inactive, or All.

  • Active. This is the default value. The report will include learners whose accounts are currently active in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan in this catalog.
  • Inactive. The report will include learners whose accounts were disabled or deleted in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan in this catalog.
  • All. The report will include both Active and Inactive learners in the current catalog.

4. In the Include enrollments section, select one of the following: Active, Cancelled, or All.

  • Active. This is the default value. The report will include the selected learners who have active current enrollments in courses or training plans in this catalog.
  • Cancelled. The report will include the selected learners whose enrollments in courses or training plans in the catalog were cancelled by a catalog or course admin, or by themselves.
  • All. The report will include both Active and Cancelled enrollments of the selected learners.

     

    Training overview learner report all learners

     

NOTE   

If you select a value in the Include users section before selecting a value from the Select scope drop-down list, the value in the Include users section will define which learners are available from the Select scope drop-down list. For example, selecting Inactive in the Include users section will display only inactive users in the Select scope drop-down list.

 

5. Select a start date for the report using the Start date field. The start date is based on the training completion date so it will include training that is completed after the specified date. If you leave this field blank, the report will include training from its publishing date and will show information for training of all statuses (Not started, In progress, and Completed).

6. Select the end date for the report using the End date field. If you select a date, the report will include information for the learners up until the report is generated, and will show information about completed training only. If you leave this field blank, the report will include training from its publishing date and will show information for training of all statuses (Not started, In progress, and Completed).

7. When you're ready, select Export to Excel to generate the report.

When the report is generated, it will be downloaded to your device as an Excel file and will be available under Notifications (the bell icon). The report will display information in the language defined for the catalog via the Locale setting in the LMS365 (Learn365) Admin Center> Catalog settings > LMS Configuration > Regional settings. For more information, see this article.

 

Explanation of the report on users

The generated Excel report contains the information you defined for the report on the Training reports panel.

 

Training overview learner report output

 

The learner report displays information in the following columns:

  • Learner’s name. Displays the name of the user.
  • Email, Department, Office, City, Country. Displays additional information about users, if this is available.
  • Number of courses. The total number of courses and training plans in which the learner has been enrolled within the specified date range.
  • Course Name. Titles of courses and training plans in which the learner is enrolled within the specified date range. For instructor-led training, if the learner is registered for several standalone sessions and/or session groups, the course title will be listed for each of its sessions (standalone or within session groups), together with other information relevant to each session. Sessions within a group aren't grouped but are displayed as separate sessions.
  • Completion status. The completion percentage of all courses and training plans in which the learner has been enrolled within the specified date range.
  • Status. The learner's completion status for the courses and training plans in which they've been enrolled within the specified date range.
    • Not started. The learner has enrolled in but not started the training.
    • In progress. The learner has started the training but hasn't completed it yet.
    • Completed. The learner has completed the training.
  • Date completed. The date and time the training was completed. 
  • CEUs. The number of continuing education units acquired by the learner for completing the course or training plan.
  • Course requirement. Shows if the course or training plan is required or optional.
  • Enrollment date. The date and time of the learner's enrollment in the course or training plan. The date and time are set according to the regional settings of the current course or training plan.
  • Course type. Training Plan, e-Learning, or Instructor-Led Training.
  • Course id. The course or training plan ID, if this value has been set.
  • Course URL. The URL of the course or training plan.
  • Category. The categories of the course or training plan, if they have been set.
  • Course duration. Shows the duration of the course or training plan in the way it was specified in the Duration field of the course or training plan configuration panel.
  • Course duration (minutes). Displays the duration of the course or training plan, if it was set in the Duration (standard format) field on the course or training plan configuration panel. The information in this column is automatically converted into minutes and displayed as a numeric value. As a result, the information can be further used for calculation purposes. The numeric value is converted as follows: one hour is 60 minutes; one day is 24 hours.

 

EXAMPLE

If the duration set in the Duration (standard format) field is specified as one day five hours and 30 minutes, the Course duration (minutes) column will automatically convert this to 1770 minutes.

 

For instructor-led training, information is displayed about course sessions (standalone or within session groups) for which the learner is registered. Sessions within a group aren't grouped but are displayed as separate sessions. If a learner is registered for several standalone sessions and/or session groups within a course of the all- and multiple- enrollment types, or in a session group within a course of the single- enrollment type, information about each session is displayed on separate lines.

  • Session name. The name of the session, if this is available.
  • Start date. Date and time that the session starts.
  • End date. Date and time that the session ends.
  • Time zone. The time zone selected for the session.
  • Location/meeting URL. The room name or meeting URL of the session.

 

Generate training-based reports

LMS365 (Learn365) enables the generation of training-based progress reports. This enables catalog admins to analyze information relating to learners' progress.

1. Go to the LMS365 (Learn365) Admin Center > Reports. The Reports page opens.

2. Select Training > Training overview. The Training reports panel opens.

On the opened Training reports panel, select the scope of the report.

3. Under Report type, select Training.

4. Select either All training or an individual course or training plan from the Select scope drop-down list. This defaults to All training.

5. In the Include users section, select one of the following: Active, Inactive, or All.

  • Active. This is the default value. The report will include learners whose accounts are currently active in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan in this catalog.
  • Inactive. The report will include learners whose accounts were disabled or deleted in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan in this catalog.
  • All. The report will include both Active and Inactive learners in the current catalog.

6. In the Include enrollments section, select one of the following: Active, Cancelled, or All.

  • Active. This is the default value. The report will include the selected learners who have active current enrollments in courses or training plans in this catalog.
  • Cancelled. The report will include the selected learners whose enrollments in courses or training plans in the catalog were cancelled by a catalog or course admin, or by themselves.
  • All. The report will include both Active and Cancelled enrollments of the selected learners.

The item you select from the Select scope drop-down list determines the behavior of the Include training section.

If you select an individual course or training plan, the Include training section becomes inactive. Proceed to step 8.

 

Training overview training report individual course

 

If you select All training, you can choose the status of the training you want to include in the report.

7. In the Include training section, select one of the following: Active, Deleted, or All. If you select All, the report will include both active and deleted training.

 

NOTE   

If you select a value in the Include training section before selecting a value from the Select scope drop-down list, the value in the Include training section will define which training is available from the Select scope drop-down list. For example, selecting Deleted in the Include training section will display only deleted training in the Select scope drop-down list.

 

8. Select a start date for the report using the Start date field. The start date is based on the training completion date so it will include training that is completed after the specified date. If you leave this field blank, the report will include training from its publishing date and will show information for training of all statuses (Not started, In progress, and Completed).

9. Select the end date for the report using the End date field. If you select a date, the report will include information for the learners up until the report is generated, and will show information about completed training only. If you leave this field blank, the report will include training from its publishing date and will show information for training of all statuses (Not started, In progress, and Completed).

10. When you're ready, select Export to Excel to generate the report.

When the report is generated, it will be downloaded to your device as an Excel file and will be available under Notifications (the bell icon). The report will display information in the language defined for the catalog via the Locale setting in the LMS365 (Learn365) Admin Center> Catalog settings > LMS Configuration > Regional settings. For more information, see this article.

 

Explanation of the report on training

The generated Excel report contains the information you defined for the report on the Training reports panel.

 

Training overview training report output

 

The training report includes the following columns:

  • Course name. Displays the name of the course or training plan. Under training plans, this column also shows the names of the courses included in the training plan. Expand the course or training plan name to see information about learners' progress.
  • Number of learners. The total number of learners.
  • Learner's Name. Displays the name of the user. For instructor-led training, if the learner is registered for several standalone sessions and/or session groups, their name will be listed for each of the sessions for which they're registered (standalone or within session groups), together with other information relevant to each session. Sessions within a group aren't grouped but are displayed as separate sessions.
  • Email. Displays the learner's email address.
  • Completion status. The completion percentage of all courses and training plans in which the learner has been enrolled within the specified date range.
  • Status. The learner's completion status for the courses and training plans in which they've been enrolled within the specified date range.
    • Not started. The learner has enrolled in but not started the training.
    • In progress. The learner has started the training but hasn't completed it yet.
    • Completed. The learner has completed the training.
  • Date completed. The date and time the training was completed. 
  • CEUs. The number of continuing education units acquired by the learner for completing the course or training plan.
  • Department, Office, City, Country. Displays additional information about users, if this is available.
  • Course requirement. Shows if the course or training plan is required or optional.
  • Enrollment date. The date and time of the learner's enrollment in the course or training plan. The date and time are set according to the regional settings of the current course or training plan.
  • Course type. Training Plan, e-Learning, or Instructor-Led Training.
  • Course id. The course or training plan ID, if this value has been set.
  • Course URL. The URL of the course or training plan.
  • Category. The categories of the course or training plan, if they have been set.
  • Course duration. Shows the duration of the course or training plan in the way it was specified in the Duration field of the course or training plan configuration panel.
  • Course duration (minutes). Displays the duration of the course or training plan, if it was set in the Duration (standard format) field on the course or training plan configuration panel. The information in this column is automatically converted into minutes and displayed as a numeric value. As a result, the information can be further used for calculation purposes. The numeric value is converted as follows: one hour is 60 minutes; one day is 24 hours.

 

EXAMPLE

If the duration set in the Duration (standard format) field is specified as one day five hours and 30 minutes, the Course duration (minutes) column will automatically convert this to 1770 minutes.

For instructor-led training, information is displayed about course sessions (standalone or within session groups) for which the learner is registered. Sessions within a group aren't grouped but are displayed as separate sessions. If a learner is registered for several standalone sessions and/or session groups within a course of the all- and multiple- enrollment types, or in a session group within a course of the single- enrollment type, information about each session is displayed on separate lines.

  • Session name. The name of the session, if this is available.
  • Start date. Date and time that the session starts.
  • End date. Date and time that the session ends.
  • Time zone. The time zone selected for the session.
  • Location\meeting URL. The room name or meeting URL of the session.

 

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