Catalog reports on training and users

Introduction

For reports on the general progress for training in a course catalog, LMS365 offers reports for user and training progress that show how users have completed training and its learning items, and how courses and training plans are completed and passed by users. 

This guide covers how to create reports that show metrics for training and users in a catalog and how to download and understand these two types of reports: related to user and related to training.

These reports are available from two areas of the LMS365 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 these reports via the Reports page (where they are called training overview reports), see this article.

 

Create reports on users and training

Required role: catalog admin.

LMS365 allows for the creation of reports for all or specific users in a catalog, and all or specific training in a catalog. In this way, the catalog admin can view data related to learning progress.

To create a report on users or training:

1. Go to the LMS365 Admin Center > Training Management page.

2. Select Training reports in the top bar.

3. From the opened Training reports panel, in each section, select the relevant items to be included in your report.

 

Training_reports

 

4. When all the fields are completed, select Export to Excel to download the report to your device.

The report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English.

 

User reports

Configure user reports

To create a report based on users:

1. Go to the LMS365 Admin Center > Training Management panel > Training reports.

On the opened Training reports panel, select the relevant items to be included in the report.

2. Under Report type, select Learner.

3. From the Select scope drop-down list, select the relevant value that determines the next step in the Include users section.

Select either All learners or a separate user you would like to build the report on. The default setting is All learners.

The set value in the Select scope drop-down list determines the next steps in the Include users and Include enrollments sections.

If a separate user is selected in the Select scope drop-down list, the Include users and Include enrollments sections become inactive.

 

Training_report_on_indiv_user

 

If All learners is selected in the Select scope drop-down list, you should choose the type of users and enrollments to include in your report.

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

  • Active. This is the default value. When Active is selected, the report will include the data of users 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 course catalog.
  • Inactive. When Inactive is selected, the report will include the learning progress data of users 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 course catalog.
  • All. The report will include both Active and Inactive users of the current catalog.

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

  • Active. The default value. When Active is selected, the report will include the selected users with active current enrollments in courses or training plans in the catalog.
  • Cancelled. When Cancelled is selected, the report will include the selected users whose enrollments in courses or training plans in the catalog were cancelled either by a catalog or course admin, or by themselves.
  • All. The report will include both Active and Cancelled enrollments of the selected users.

     

    Training_reports

     

NOTE   

You may first set the values in the Include users section. In this case, the set value of the Include users section will define the user list in the Select scope drop-down list. Selecting Inactive in the Include users section will give you the list of all inactive users only in the Select scope drop-down menu.

 

4. In the Start date field, set a start date for the report. The start date is based on the training completion date and will, therefore, include training that is completed after the date set. If the field is left empty, the report will include information for the training from its publishing and will show all training statuses (Not started, In progress, and Completed).

Set a start date for the report.

5. In the End date field, set the end date for the period of the report. If the field is set, the report will include information for the user till the time of report creation and will show the completed training only. If the field is left empty, the report will include information for the training from its publishing and will show all training statuses (Not started, In progress, and Completed)

6. When all the fields are completed, select Export to Excel to download the report to your device. The report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English.

 

Export_training_report

 

Explanation of the report on users

The downloaded report contains the information defined in the Training report settings. The report displays information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

image_519__7_.png

 

The user report displays data in the following columns:

  • Learner’s name. Displays the name of the user.
  • Email, Department, Office, City, Country. Additional details about users, if available.
  • Number of courses. The total number of courses and training plans the user has been enrolled in within the dates configured in the report criteria.
  • Course Name. Titles of courses and training plans the user is enrolled in within the dates configured in the report criteria. If the user is registered for several standalone sessions and/or session groups of instructor-led training, the course title will be listed for each of its sessions (standalone or within session groups), together with other information relevant to each session. The sessions within a group aren't grouped but are displayed as separate sessions.
  • Completion status. The completion percentage of all courses and training plans the user has been enrolled in within the dates configured in the report criteria.
  • Status. The user's completion status for the courses and training plans the user has been enrolled in within the dates configured in the report criteria.
    • Not started. The user has enrolled in but has not started the training.
    • In progress. The user has started the training but has not completed it yet.
    • Completed. The user has completed the training.
  • Date and time completed. The date and time the training was completed. 
  • CEUs. The number of Continuing Education Units acquired by the user for completion of the course or training plan.
  • Course requirement. Displays whether the course or training plan is required or optional.
  • Enrollment date. The date and time of the user ’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. The training 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 category of the course or training plan, if this has been set.
  • Course duration. Displays 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 data in this report column is automatically converted into minutes and displayed as a numeric value. As a result, the data can be further used for calculation purposes. The numeric value is converted as follows: 1 hour is 60 minutes; 1 day is 24 hours.

 

EXAMPLE

If the duration set in the Duration (standard format) field is specified as 1 day 5 hours 30 minutes, the Course duration (minutes) column will automatically convert this to 1770 minutes.

 

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

  • Session name. If the session was given a name, it'll be displayed here.
  • Start date. Date and time that the onsite or virtual session starts.
  • End date. Date and time that the onsite or virtual session ends.
  • Time zone. Time zone selected for the session.
  • Location/meeting URL. Shows the room name or meeting URL of the session.

 

Training reports

Configure training reports

To create a report based on training:

1. Go to the LMS365 Admin Center > Training Management panel > Training reports.

On the opened Training reports panel, select the relevant items to be included in the report.

2. Under Report type, select Training.

3.From the Select scope drop-down list, select either All training or a separate training you would like to build the report on. The default setting is All training.

The set value in Select scope determines the steps in the Include training section:

  • If you select All training, you should select the relevant training type in the Include training section: Active, Deleted, or All.

  • If you select a separate training, the values in the Include training section will become inactive.

     

    Training_report_on_a_separate_training

     

 

NOTE   

You may first set the values in the Include training section. In this case, the set value of the Include training section will define the training list in the Select scope drop-down list. Selecting Deleted in the Include training section will give you the list of all deleted training in the Select scope drop-down list.

 

Deleted_trainin_gin_the_Select_Scope_field

 

4. From the Include users section select one of the following: Active, Inactive, or All.

  • Active. This is the default value. When Active is selected, the report will include the data of users whose accounts are currently active in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan of the current course catalog.
  • Inactive. When Inactive is selected, the report will include the learning progress data of users whose accounts are disabled or deleted in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in a course or training plan of the current course catalog.
  • All. The report will include both Active and Inactive users of the current catalog.

 

5. From the Include enrollments section, select one of the following: Active, Cancelled, or All.

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

 

6. The Include training section depends on the set Select Scope value.

  • If All training in the Select scope field is selected, select the training type you want to use to build the report from the Include training section: Active, Deleted, or All (the report will include both active and deleted training).
  • If a separate training selected in the Select scope field, the Include training section is inactive.

6. In the Start date field, set the start date for the report. Start date is based on the training completion date and will, therefore, include training that is completed after the date set. If the field is left empty, the report will include information for the training from its publishing and will show all training statuses (Not started, In progress, and Completed).

7. In the End date field, set the end date for the report, if required. End date is based on the course completion date and will, therefore, include training that is completed prior to the set date. If the field is left empty, the report will include information for the training till the time of report creation and will show all training statuses (Not started, In progress, and Completed).

8. When all fields are set, select Export to Excel to download the report to your device. The report will display information in the language of your browser if this language is supported by LMS365. Otherwise, it will be displayed in English.

 

Training_reports_on_training

 

Explanation of the report on training

The downloaded report contains the information defined in the Training report settings. The report displays information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

image_519__3_.png

 

The training report includes the following columns:

  • Course name. Displays the name of the course or training plan. Under the training plan title, the column contains the names of the courses included in the training plan. Expand the name of the course or training plan to see details on the learners' progress.
  • Number of learners. Displays the number of the users who correspond to the set requirements in the Include users filter.
  • Learner’s name. Displays the name of the user. If the user is registered for several standalone sessions and/or session groups of instructor-led training, 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 user 's email address.
  • Completion status. Displays the progress completion percentage of enrolled users.
  • Status. Shows the completion status for the individual users.
    • Not started. The user has enrolled in but has not started the training.
    • In progress. The user has started the training but has not completed it yet.
    • Completed. The user has completed the training.
  • Date and time completed. The date and time the course or training plan was completed.
  • CEUs. Number of Continuing Education Units acquired by the user for completion of the course or training plan.
  • Department, City, Office, Country. Additional details about the users if there are any.
  • Course requirement. Displays whether the course or training plan is required or optional.
  • Enrollment date. The date and time of the user’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. The training 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 this has been set.
  • 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 data in this report column is automatically converted into minutes and displayed as a numeric value. As a result, the data can be further used for calculation purposes. The numeric value is converted as following: 1 hour is 60 minutes; 1 day is 24 hours.


EXAMPLE

If the duration set in the Duration (standard format) field is specified as 1 day 5 hours 30 minutes, the Course duration (minutes) column will automatically convert this to 1770 minutes.

 

  • Course duration. Displays 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.

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

  • Session name. If the session was given a name, it'll be displayed here.
  • Start date. Date and time that the session starts.
  • End date. Date and time that the session ends.
  • Time zone. Time zone selected for the session.
  • Location/meeting URL. Shows room or meeting URL of the session.

 

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