Course catalog reports on training and learners

Introduction

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

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

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Creating reports on learners and training

Required role: course catalog admin.

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

To create a learner or training report:

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

2. Select Training Reports.

 

 

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

 

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

 

Learner reports

Configuring learner reports

To create a report based on learners:

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

On the opened Training Reports panel, select the relevant checkboxes of the 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 Learners section.

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

The set value determines your next step in the Include Learners section:

  • If a separate learner is selected in the Select Scope drop-down list, the Include Learners section becomes inactive.

 

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  • If All Learners is selected in the Select Scope drop-down list, you should choose the type of learners to include in your report from the Include Learners section: Active Learners, Inactive Learners, or All Learners. 

Active Learners. The default value of the Include Learners section. When Active Learners is selected, the report will include the data of the learners that are currently enrolled in at least one course or training plan in the course catalog. 

Inactive Learners. When Inactive Learners is selected, the report will include the learning progress data of the learners that were unenrolled from all courses and training plans of the current course catalog either by the admins or by themselves, or their account was disabled or deleted in Azure Active Directory, but their data wasn't purged.

All Learners. The report will include both Active and Inactive Learners of the current course catalog.

 

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NOTE   

You may first set the values in the Include Learners section. In this case, the set value of the Include Learners section will define the learner list in the Select Scope drop-down menu. For example, Inactive Learners in the Include Learners section will give you the list of all Inactive Learners in the Select Scope drop-down menu.

 

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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 learner 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.

 

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Explanation of the report on learners

The downloaded report contains the information defined in the Training Report settings.

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The learner report displays data in the following columns:

  • Learner’s name. Displays the name of the learner.
  • Email, Department, Office, City, Country. Additional details about learners, if available.
  • Number of courses. The total number of courses and training plans the learner has been enrolled in within the dates configured in the report criteria.
  • Course Name. Titles of courses and training plans the learner is enrolled in within the dates configured in the report criteria. If the learner is enrolled in several sessions of an instructor-led course, the course title will be listed for each of its sessions, together with other information relevant to each session.
  • Completion status. The completion percentage of all courses and training plans the learner has been enrolled in within the dates configured in the report criteria.
  • Status. The learner's completion status for the courses and training plans the learner has been enrolled in within the dates configured in the report criteria.
    • Not Started. The learner has enrolled in but has not started the training.
    • In Progress. The learner has started the training but has not completed it yet.
    • Completed. The learner 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 learner 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 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. 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 data to 1770 minutes.

 

For instructor-led training, information about course sessions the learner is enrolled in is also displayed:

  • Session name. If the session was given a name, it'll be displayed here.
  • Start date. Date and time the onsite or virtual session starts.
  • End date. Date and time 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.

If a learner is enrolled in several sessions within a course for courses with the Enroll user into all- and multiple- course sessions enrollment type, information about each session is displayed on separate lines.

 

Training reports

Configuring 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 checkboxes of the 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 Training, Deleted Training, or All Training.

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

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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 menu. For example, Deleted Training in the Include Training section will give you the list of all Deleted Training in the Select Scope drop-down menu.

 

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4. From the Include Learners section, select the checkbox of one of the options:

  • Active Learners. The default value of the Include Learners section. When Active Learners is selected, the report will include the data of the learners that are currently enrolled in at least one course or training plan in the course catalog. 
  • Inactive Learners. When Inactive Learners is selected, the report will include the learning progress data of the learners that were unenrolled from all courses and training plans of the current course catalog either by the admins or by themselves, or their account was disabled or deleted in Azure Active Directory.
  • All Learners. The report will include both Active and Inactive Learners of the current course catalog.

5. The Include Training section depends on the set Select Scope value.

  • If All Training in the Select Scope field is selected, select the relevant training type of trainings to build the report on from the Include Training section: Active Training, Deleted Training, or All Training (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.

 

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Explanation of the report on training

The downloaded report contains the information defined in the Training Report settings.

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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 learners that correspond to the set requirements in the Include Learners filter.
  • Learner’s Name. Displays name of the learner who is enrolled in the training.
  • Email. Displays learner's email address.
  • Completion status. Displays the progress completion percentage of enrolled learners.
  • Status. Shows the completion status for the individual learners.
    • Not Started. The learner has enrolled in but has not started the training.
    • In Progress. The learner has started the training but has not completed it yet.
    • Completed. The learner 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 learner for completion of the course or training plan.
  • Department, City, Office, Country. Additional details about the learners 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 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. 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 data 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 is also displayed:

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

If a learner is enrolled in several sessions within a course for courses with the Enroll user into all- and multiple- course sessions enrollment type, information about each session is displayed on separate lines.

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