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ELIS 1.9 Manual

ELIS 1.9.1 Manual

Site: Remote-Learner.net
Course: Remote-Learner.net
Book: ELIS 1.9 Manual
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Date: Monday, 21 August 2017, 1:47 PM

Table of contents

Introduction to ELIS

Remote-Learner's Enterprise Learning Intelligence System for Moodle


ELIS overview imageAs a highly flexible and well supported system, ELIS is widely used in a variety of learning programs. ELIS is a set of add-ons to standard Moodle, these add-ons provide the administrative, business intelligence, data mining, learning management, content management, and longitudinal record keeping functions that standard Moodle does not not provide. ELIS is managed by Remote-Learner's team of long time Moodle experts, core developers, and expert support and training staff, and Remote-Learner provides full support, training, and documentation for ELIS.

Some example uses are:

  • Professional Development Programs (K12, etc.)
  • Talent Development and Management
  • Certification Programs
  • Sales Team Training
  • Internal Corporate Training (Compliance, Diversity, etc.)
  • Higher Education Accreditation
  • Publisher Content-Moodle course distribution, reporting, and management

ELIS' Tool-set:

ELIS's Program Manager provides these key functions for managing on-line learning programs:
  • Schedule On-line, Classroom, Blended and Synchronous Webinar Courses
  • Establish and manage Site-wide Groups
  • Create and manage Learning Plans
  • Manage Completions with Transcripts, Certificates, and optional Expiration dates
  • Automate User Account Creation and Enrollments
  • Automate Course creation from template courses

ELIS' Notification Manager:


Notification Manager provides administrator with a mechanism to send out automatic notifications on specific events that occur within Moodle. For example, a notification can be sent out when a user enrolled in a course, when a certification is expiring, when courses are not being completed on time, etc. This notification is sent out via Moodle Messages, which will then go to the user’s designated email address if they are not logged into Moodle at the time the notification went out. There are currently 14 different notification events, described here in our documentation.

Reports Manager


The ELIS Reporting system provides tracking, reporting and analytics that administrators, supervisors, managers or teachers, students and parents must have to verify learner progress toward completion and outcome metrics. Report Manager includes seemless integration between the ELIS Reports reporting engine and all other ELIS components. ELIS Roles, Organizational Hierarchy, Moodle themes, and Moodle's translation functionality are all fully supported by the ELIS Reports system.

Examples of reports are Curriculum Reports to view overall completion of programs, Site Usage to show overal time spent, overall achievement, resource access, overall Pre and Post test scores, etc., a Time Summary report to learn how much time learners are spending on the site, Non-starter report to show learners who are at risk, and individual learner transcripts to provide learners and administrators with a record of achievement. There are currently 14 different standard reports.

Other Components:


ELIS Learning Object Repository:


ELIS LOR includes the Alfresco Enterprise content repository fully integrated with Moodle. This tightly woven integration allows for site wide file sharing, user file spaces, searching content meta-data and more. Whenever a user accesses the Moodle file system there is a drop down menu for selecting the repository to upload or download a file from Alfresco. Users can use WebDAV to batch upload and download files from Moodle. All users have their own repository space, and spaces can be created for groups of users to share files as well. More information about Alfresco Enterprise. Detailed documentation of the Alfresco Powered ELIS LOR.

Class Request/Approval Tool


This tool is designed for Professional Development and other organizations to enable requests for training classes to be made of a central training organization that provides content and/or instructors. More information about the Class Request tool is located here.

Multi-tenancy/Multi-Organizational support:


Organizational clusters are groups of users, these are meant to be as flexible as the real world groups in companies, schools, and institutions.

Example uses include a School District supporting many schools from a single ELIS Moodle install - each school has it's own administrator who can manage her/his own learners, with the school's own branding, etc. Teachers, parents, and students of a given school login and are shown the branding and content from their school only. While the School administrator can see only her teachers and students, the district administrator can see all users in all schools.

Another example is a corporation with offices around the world. Each office can have it's own administrator who can see and manage his learners, instructors, etc. while the corporate Chief Learning Officer can see all of the instructors, learners, and other users, and she can see reports, send notifications, etc. all the users or selected sub-sets. Detailed documentation for ELIS Organizational Clusters.

Data Hub:

A single, powerful tool for integrating back-end HR, SIS, and Record Keeping systems with ELIS and Moodle. This provides the ability to batch import, update, and remove user accounts. Batch create and update courses, classes, and even entire programs. Archival data on course completion and learner achievement can be imported, and course completion data can be automatically exported back to the HR/SIS/SMS or other record keeping system. Detailed documentation for ELIS Data Hub.

Please tell us what you think about ELIS>

Why Use ELIS

Why use ELIS?:

More and more learning institutions and programs are being asked questions about how effective they are, and how they are working on improving their effectiveness. Whether it is corporate continuous improvement initiatives, regional and national accrediting bodies, school boards, parents, and state legislators, or the learners themselves, we are being asked to provide easy access to data that shows how effective our programs are. In order to get this kind of data easily, learning programs need a system that provides a structural framework for reports, easy storage and retrieval of long term longitudinal data, and a reporting system that generates ready to use reports quickly and easily. Providing this system so that it works seamlessly with your learning content in Moodle is a prime reason for ELIS.

Identify Effective Programs/Teachers/Trainers:
For example, many Learning Officers, Provosts, and administrators ask themselves how to identify programs and courses that are effectively improving learner's knowledge and skills, and how to know if efforts to improve those programs are effective.

Pre and Post Assessment:
To facilitate this effort, we implemented a Pre and Post assessment function into ELIS. For example you can assign Pre-assessment and Post-assessments for classes, and then measure the difference between the Pre-assessment and Post-assessments. This can help you assess if courses are effectively improving targeted knowledge in your program. If you have multiple trainers/teachers teaching the same class you can see the more effective ones over time - their learners show more improvement between the Pre-assessment and Post assessments over time. Also if you make adjustments to content or programs aimed at improving effectiveness, ELIS can help you determine the scope of the improvement. We also have functionality to show how much time learners are spending in the courses- so you can decide whether %5 improvement is worth the time it takes - if it takes extra time - for example.

Many of our users use Moodle quizzes (or offline tests with scores uploaded) for pre and post assessments - because it is quick and if the tests have high validity and reliability, effective. You could use other types of assessments - for example if you are teaching presentation skills, you might have learners create and submit a presentation at the start of the class, and then a revised presentation at the end of the class - any graded activity or groups of activities in a Moodle gradebook category can be used as a Pre and/or Post assessment. Ideally, effective trainers (and course material) should show improvement. More about Pre and Post Assesment.

Continuous Improvement:
This can also show improvement over time for the trainers/teachers themselves if you undertake changes aimed to improve teacher/trainer effectiveness. Ideally if I'm improving as a trainer, then the scores of my learners are improving over time - for example if my learners show an average 10% skill improvement one year, and a 15% next year. Overall measuring training/trainer/content/program effectiveness depends on how you are assessing the learning - if you have reliable and valid assessments and a good way of reporting on them, our ELIS tools make it straightforward to identify effectiveness, and provide the tools to help apply continuous improvement to your programs.

Improve Retention and Completion Rates for Online and Blended Learning Programs
The promise and potential to transform lives through online learning are enormous. However, sometimes the promises of certificates and degrees are never met. Learners fail to reach their potential, struggling to complete their coursework at a distance or dropping out altogether. In order to improve online student retention, especially during these difficult economic times, institutions need methods to track students, document progress, and put specific practices in place to ensure success.

ELIS' advanced reporting and notification features enable learning program administrators, advisers, and even parents/employers to know if the learners you are responsible for are progressing or struggling. ELIS also provides notification features that enable you to get in front of problems, know when learners are not enrolling, not logging in, not participating, and not spending time in their online learning environment.

Implement automated alerts upon key state changes

"An important technology feature of an analytical platform or other tactical decision-support system is the ability to automatically alert decision makers when a key state change occurs"1.

ELIS' Reports and Notifications enable you identify problems and respond to them before it is too late. ELIS' Reports can be scheduled for automatic delivery - so that you and/or others (such as teachers/trainers/advisers, etc.) can immediately know if learners are meet program goals. The long term data gathering and longitudnal reporting of ELIS Reports can show patterns of improvement (or decline) in learning program effectiveness, enabling you to evaluate the effectiveness of attempts to improve learning outcomes with content, practice, staff training, etc. ELIS Notifications send automated alerts when learners aren't enrolling in courses or participating as expected, enabling timely intervention well before a failure condition.

1. Public Sector Analytics: Optimizing Resource Usage with Data-Driven Decisions: White Paper 2011 Aberdeen Group, pp8.

Overview of Terms

overview of terms
  • course
  • class
  • curriculum
  • track
Course:
A course definition. This “Course” refers to an ELIS course, which is a written description of what will be learned. Users are not enrolled in courses, rather they are enrolled in classes. There may be several instances of a course. For example, the course Biology 101, might have four classes: Fall 09, Winter 09, Spring 09, Summer 09.

Class:
An instance of a course. The class is where the “learning” takes place. Classes can be associated or connected with Moodle courses or can be a record keeping and reporting tool for face-to-face courses which have no online component.

Definition of a curriculum: A curriculum in ELIS is a series or group of courses. Often these are termed Learning Paths, Programs of Study, etc. Basically it is a set of linked courses. For instance, a student might have to take a series of courses to get a certificate, or to meet the requirements of a particular degree program. Curricula are sets of courses that are independent from a given date or set of users. Courses may be in more than one curriculum. In ELIS we use Learning Tracks to specify dates and users in a curriculum.

Definition of a track:
A track is a given instance of a curriculum - the set of courses of the curriculum that are given on a particular schedule. Tracks are used to manage enrollments, start and end times, reports, etc.

Example: MyUniversity.edu has a Curriculum that leads to a certificate in online teaching. Each year, a new track is created with the classes of the curriculum that will be taught that year.

In this example, a Curriculum leading to an online teaching certificate is comprised of 3 courses. In the 2009-2010 academic year, a track of this curriculum is created, with specific classes leading to a specific degree for that year.

curriculum and track

The curriculum is the overall description of the course of study that results in a certificate - for example it is what an institution might publish in a catelog. A track of a curriculum is the specific courses a student might sign up for for a particular period of time. Other uses of tracks in a non-traditional settings would be to version the course content in a rolling enrollment system.


Summary:
Courses are added to a Curriculum to build a learning path, program of study, etc. Classes are the instance of a course that is being taught at a given time, date, with a given set of students, etc.

Common Mistakes with ELIS

Testing ELIS
One essential part of getting started is to try out new settings and features you would like to use with test accounts. A common mistake users make is to test features they want their students, teachers, instructors, etc. to use, with administrator accounts.

This can lead to confusion, as even if you are enrolled in a class as a student or teacher, if your account is an administrator, you still have all of your administrator view of the system, and can see and do many things that non-administrator users can't see.

A recommended method for testing and trying out new features is to set up 'fake' accounts, and use one account for each role you would like to test. This lets you try out all the settings, etc. as a user in that particular roles. These roles also help when you are supporting your teachers and/or students as you can login as one of your fake users and see how the gradebook, messaging, learning plan, etc. are viewed by users in that particular role.

This is also important when trying out reporting features, so you can see how changes a user makes affect the data, etc.

Changing ID Numbers
ELIS uses the ID Number as the unique personal identifier for all users. This lets ELIS keep track of user data, grades, logs, course completions, etc. even when the user's name, email, or other personal information changes. Thus if a user gets married and changes their name, ELIS still 'knows' who they are. If a user changes their email, department, organization (so long as they are still on the same ELIS site) the ID Number is used to maintain the record of their information.

Thusit is an essential part of using ELIS to makes sure that ID Numbers do not change. Some customers have ID Numbers for users in their other systems, these can be synched to ELIS via Data Hub, upload users, LDAP, etc. However, if this ID Number might change in your other system, then that number should not be used for the ELIS ID number. ELIS has a Custom Fields interface that can be used to create custom user profile fields - these fields can be then used to store personal information that changes (in addition to the standard User Profile information - first name, middle name, last name, email, etc.)

Admin Folder

Admin folder


Bulk user actions:
Use the Bulk user actions screen to delete a batch of users from ELIS or to mark a batch of users from ELIS as inactive.

JasperServer reports:
Use the JasperServer reports screen to manage reports in ELIS. From this screen you can create, edit, and schedule reports.

Custom fields:
Use the Custom Fields screen to create custom fields for curricula, tracks, courses, classes, ELIS users, and clusters.

Cluster Classification:
Use the Cluster Classification screen to create different types of clusters.

Configuration:
Use the Configuration screen to adjust certain track, course catalog, certificate, interface, and user settings.

Notifications:
Use the Notifications screen to manage user notifications. You can select which notifications will be sent to users and in with some notifications the time of notification can be set.

Data Hub:
Data Hub is a tool for two way communication of information between ELIS-Moodle, and other systems. The chapter of this book called ELIS Integration has detailed information regarding this topic.

Default Class settings:
Use this link to set default class settings. See the Setting Up Classes page of this book for more information.

Default Course settings:
Use this link to set default course settings. See the Setting Up Courses page of this book for more information.

Dashboard

The ELIS Dashboard provides some useful information about your site:

Dashboard
  1. The link to the Dashboard in the Curriculum Management block.
  2. A link to this ELIS Support course - if you don't have a login for the Support Course, please check with your Remote-Learner Sales Manager to get a login.
  3. The "ELIS health page" link shows if there are any know issues with your ELIS site (cron not running, etc.).
  4. Your ELIS Version, you can check the Release Notes in the support course to see what bugs/improvements/new features are in which version of ELIS. If you are on an older version, you can enter a ticket in the Customer Portal or contact your Sales Manager and request a free upgrade.
When inputting a support ticket or call, it helps us help you more rapidly if you can include your ELIS version and if there are any Problems indicated on the the ELIS health page.

For example. the Health page below indicates that there is an issue with this ELIS site, and suggests a solution as well.

Dashboard health page

Severe ELIS problems are displayed in Red, less severe ones in Yellow. Clicking the "View Solution" button will show you the solution. Some of the Solutions you may be able to perform yourself, others will require you to enter a support ticket. Solutions have a unique URL, Remote-Learner support will be able to respond more quickly if you include this URL in your support ticket.

Health page solution

ELIS 1.9.1 has a new message/warning that is displayed when the ETL process is in progress. The message will display the number of records processed and the number of records that remain to be processed. The following image is showing an example.

ETL process in progress warning

Copying the solution URL from your ELIS Health Center Solutions page will help Remote-Learner support address your problem more rapidly.

If you don't understand the solution or don't want to work on it yourself, don't worry, just let our support staff know about it, and we'll get it fixed - that is what we are here for!

ELIS Program Administration Menu

ELIS 1.8.7 Dynamic Program Administration Menu:
ELIS 1.8.7 includes a new, dynamic 'tree' menu that enables our users to navigate their curricula or organizational structure in one menu. Programs can be complex; this menu is designed to make it easier to see the structure of a program, and to make it easier to navigate directly to the part of the program you wish to edit.

Curriculum Administration block

The ELIS Program Administration Menu with clusters at the top level
  1. A top level organizational cluster
  2. 3 sub-clusters of the organizational cluster
  3. A curriculum called Sales Training is associated to the Miami Office top level organization cluster - in this case all users in Miami Office cluster have access to the Sales Training Curriculum.
The menu can be set to show Curricula and/or Organizational Clusters at the top level. Select the Configuration link to edit the settings for the curricula/clusters in the Curriculum Administration block.

Configuration link

Scroll to the Curriculum Administration Block Settings section of the configuration page:
  1. Set how many curricula or organizational clusters to show in the menu.
  2. Choose to show clusters or curricula in the menu. If both are chosen then clusters will be shown before curricula at the top level.

Curriculum Administration block settings



The ELIS Program Administration Menu with Curricula at the top level:

Curriculum Administration block
  1. Curriculum at top level in the ELIS Curriculum Administration Menu
  2. An expanded curriculum showing courses, tracks, and classes of the curriculum
  3. ELIS track of the "Compliance Training" curriculum
  4. Classes assigned to the Spacely All Staff Compliance track
  5. Cluster associated to the Spacely All Staff Compliance track


Ordering items in the ELIS Program Administration Menu:

You can control the order in which items appear in the Dynamic Menu by using display settings.

Curricula can be arranged using the Display Priority setting in the Curriculum Editing screen:
Curriculum display priority

Curricula with lower numbered Display Priority show up first (from the top) in the Dynamic Menu (if several curricula share the same priority, then they are displayed alphabetically).

When there are several course in a Curricula, they show up in the order that is set in their Position setting.

Course position in a curriculum

Course Position can be viewed/edited in the Courses tab of the Curriculum editing screen. Select the edit icon next to a course to edit the course position.

Editing the curriculum course position

The courses will have the same order in the Curriculum Administration block.
Curriculum Administration block



Organizational Cluster Display Priority:

When Organizational Clusters are displayed at the top level of the ELIS Program Administration Menu, their order can be managed via the Cluster Display priority setting in the Cluster editing screen. Go to the Edit tab of a cluster to edit the display priority settings.

Cluster display priority setting

The Organizational Clusters are shown in the order set by their display priorities, with higher numbers shown on top. For example, a display priority of 2 will be shown before a display priority of 1.

More information about ELIS Organizational Clusters.


Program Administration Menu - Cluster Groups & Roll Synchronization


Cluster group settings - Clusters can be set to create groups and groupings at the course level and site level.

See the discussion of cluster groups here for more information.

Default Role Assignment Settings:

When users have permission to create new clusters, curricula, courses, classes or tracks, they can be automatically given a role in the new clusters, curricula, courses, classes or tracks. For example, if a Curriculum Administrator creates a course

Default role assignment settings
  1. If a role is selected here, then users are put in this role when they create a cluster.
  2. If a role is selected here, then users are put in this role when they create a curriculum.
  3. If a role is selected here, then users are put in this role when they create a course.
  4. If a role is selected here, then users are put in this role when they create a class.
  5. If a role is selected here, then users are put in this role when they create a track.

Enrollment role synchronization:

This synchronizes roles in ELIS (located in the Roles tab) with class enrollments, so that users added as students in the ELIS roles tab of a class will be included as students in the actual ELIS class, for example.

Enrollment role sync settings
  1. Use the drop down menu to set the ELIS role that is synchronized to graded students in the ELIS class (and associated Moodle class if one is selected).
  2. Use the drop down menu to set the ELIS role that is synchronized to an instructor role in the ELIS class (and associated Moodle class if one is selected).

Example:

Class Enrollments tab

In this example 3 students were added to the class via the standard 'Enroll Student' button on the Enrollments tab while the 4th (William Adams) was assigned the student role on the Roles tab for this class, and synchronized to the class enrollment list.

Class Roles tab
  1. If we navigate to the Roles tab, we can see the user who is enrolled here and synchronized to the ELIS (and Moodle) class list.
Class Roles tab
  1. Next, we add the student Justin to the Roles tab
  2. and click Assign roles.
Class Enrollments tab

Due to the Enrollment role synchronization setting above, Justin is added to the class list, and enrolled in the Moodle class.

Real world use case:

In the real world, this feature would be used when a user needed to have a special permissions over the ELIS class as well as be enrolled in the class itself. For example, a moderator or tutor student might need to be able to change settings or view completion information in the ELIS class context, while also needing to be able to participate in forums, etc. in the Moodle class.

Without synchronization, uses used to have to assign the roles twice, once in the enrollments screen, and again in the roles tab.

Constraints:

Not that users are currently NOT synchronized from the Enrollments tab back to the ELIS Roles tab, so the students above that were added to the class enrollments screen via "Enroll Student" (Brett, Brent, and David) are not added to the ELIS roles tab.

Bulk user actions

Bulk user actions lets you delete users or mark users as inactive in ELIS. To access the bulk user actions feature go to the Curriculum Admin block, Admin folder, select the Bulk user action link.

You can select the users being edited from all ELIS users or filter the users then select the users to be edited from that list.

To use a more advanced filter select the Show Advanced button in the filter section to show more filter options. The advanced filter lets you filter users by group/cluster name, curriculum, active/inactive, and other parameters.

Bulk user actions page

Once the users being edited are selected, go to the bottom of the page and use the drop down menu to select the bulk edit action. Select the Submit button when everything is set correctly.

Bulk user actions

If you want to change users marked as inactive back to active, go to the Curriculum Admin block and select Users > Manage Users. By default, only active users are shown in the manage users screen - to find inactive users, use the advanced filter to search for inactive users.

Advance filter options:
Manage users filter

Then go to the user(s) edit screen in ELIS and deselect the Inactive checkbox for the user(s).

Manage users edit icon

After deselecting the Inactive checkbox click the Save changes button at the bottom of the page.

Manage users inactive checkbox

Manage Users list and ELIS Roles

Manage Users list and ELIS Roles:

As of ELIS 1.8.7, ELIS roles can be setup to determine which users are visible to another user in the Manage Users screen.

For instance, if a user has been given an Administrative Role in a Cluster, they can see only the users in their own cluster in the ELIS Manage Users screen.

When a Site Administrator the Curriculum Administration block > Users > Manage Users they see all ELIS Users on the site.

Manage users page

When ELIS roles are used, this list can be limited to the users that are in a cluster, curriculum, track, or ELIS class.

For example, the user below has a Cluster Administrator role in the ACME Software cluster.

Assigning a role in a cluster

When he logs in, he sees only the ACME Software cluster and sub-clusters.

Cluster Administrator view of Curriculum Admin block

When this user visits the Manage Users screen, instead of seeing all the users on the site, he sees only the users in the ACME Software cluster.

Cluster Administrators view of the Manage Users screen

This user can search for users in his cluster, etc. but can only see the users that are in the cluster(s) he is assigned this Cluster Administrator role in. The users the person in the Cluster Administrator role can see in the Bulk User Actions screen is similarly limited to the users in their Organizational Cluster.

By using ELIS roles, you can now setup user roles with limited administrative functions, limited to users in their the cluster, curriculum, etc. where they have been given administrative authority via ELIS role assignments.
Note: Currently, all areas of ELIS other than reports are filtered by ELIS role. Reporting will be filterable by ELIS role in ELIS 1.9.

Custom Fields

Many users have expressed a need to add new information fields to different places in ELIS, such as curricula, courses, tracks, clusters, and user profiles. Some of the uses for custom fields have included curriculum and/or course meta-data, as required books, assessment types, expiration dates, etc. For classes custom fields might include room numbers, days of the week, directions, etc. Class custom fields can also be used in the new Class Request block.

User custom fields might add user data not in the standard form (for example Job Title or work skills) and these can be used for Cluster assignment, as well as in the Profile Update survey.

Custom Field link

The Custom Fields screen enables the creation of fields for:
  • Curriculum
  • Track
  • Course
  • Class
  • User
  • Cluster
When a custom field is added to one of these areas it will be shown on the adding/editing screens.

To add a new custom field, click on the tab for the ELIS Context you would like to add a field for. In the example below we will add a couple of new fields to the Curriculum Context.

First we need to create a category to put the new fields in, so we click the "Create a new category" button.

Curriculum custom fields

Then we enter a name for the category and click the "Save Changes" button.

Creating custom field category

After a category is created there is a new button for creating a new field. Select the "Create a new field" button to fill in the custom form information. In the following images the "Show Advanced" button was selected, it is located on the right side of the form in a couple locations.

Create custom fields

  1. We'll need a 'short name' - this name will identify the field programatically. It must be a unique name, if you enter a name that is used elsewhere you will get an error.
  2. Next enter the "Name" for the field - this is the name usually shown to general users, and does not have to be unique.
  3. Select the Category for the new field.
  4. Then enter some optional information about the field.
Next, we'll choose the data type for the field - this is the kind of data users (who have permission to edit the ELIS Context - in this case the curriculum) can enter or edit for the curriculum.

Custom field data types
  • Long text is an information field, with HTML.
  • Short text is a single line of text, without HTML
  • Integer is a number without decimals - for example "1"
  • Decimal this is a number with decimals - for example "1.1"
  • Boolean - this is a "Yes/No" choice radio button.
Next we choose how the field can be edited. In the image below the "Show Advanced" button was selected for the Manual editing section. The entries for "Who can edit/view this field" are only shown in the advanced settings.
  1. Some fields might be entirely hidden, and only for reporting purposes. If this field is meant to be visible by any user, select "Allow viewing/editing".
  2. If the field is required on the context (curriculum, track, course, class, cluster, or user creation/editing tab) then check "Is this field required".
  3. With the the "Who can edit this field" drop down menu, you can select which users can edit the values of the field - these are users who are in a role in the context with the described permission. For example, if you create a Curriculum Administrator role, and one of the permissions given to that role is permission to edit curricula, then any user in that role in the current curricula can edit the values of the field. This setting enables site administrators to finely tune who can edit which fields.
  4. Similarly, the "Who can view this field" menu controls which users can view the values in the field.
  5. Next, we set what type of input the field will have (text, checkbox, etc.).
  6. Enter the source for the menu options. The options are listed in the following bullet points. The first two options are included with each field, the other options are an additional option with some types of custom fields, e.g., class fields.
    • Manually entered list (below) - this option is referring to the menu option list shown by #7 in the image.
    • Moodle themes - this needs more testing.
    • Completion elements - this option is available with course/class custom fields only.
    • Cluster Classifications - this option is available with cluster custom fields only.
  7. For inputs with multiple options (like a drop down menu) you can specify the options here by typing the options with each option on it's own line. For example, to enter options "blue" and "red", type "blue" then select Enter to go to the next line and type "red".
  8. For text inputs you can control the size of the text input fields.
  9. Help File: This feature is hidden in ELIS versions 1.9.2 and later, as shown in the next image. This feature isn't working is releases prior to ELIS 1.9.2.
Create custom field screen

Note: sections of the custom field editing form become active/inactive depending on the data type chosen. For example, in below a Boolean data type is chosen for the custom field (1)

Manaual edit section of custom field

Incompatible options are disabled (2). If we select "short text" for the Data type then the menu options would be active, and then a checkbox for "blue" or "red" could be selected for this field.

In another example we can see how a menu of choice field can be created.

Create menu of choices custom field

When the above form is viewed in the curriculum setup page, the user can select from a list of choices when setting up the curriculum.

Custom field on the create curriculum page

Custom fields in other contexts are setup similarly. For example, the following image is showing the User tab. User fields are created from an existing Moodle profile field.

Custom Fields Users tab

Once a field has been setup, you can edit the field by clicking the edit icon, or delete the field by clicking the delete icon. Deleting a category will delete the custom fields it contains.

Finally, when setting up new items in a context, such as new curricula, users, etc. the custom fields are now available on the setup form. Reports can be generated using the custom fields, and in currently two cases they are used in custom forms - one the Profile Update Survey which enables users to update their profile information, and allows site administrators to require profile updates on a regular basis. They other tool that currently uses the custom fields is the Class Request block, which can be used to gather class meta-data from the user requesting a class.

Examples of Custom Field Types

To access the Custom fields go to the Curriculum Administration block > Admin > Custom fields. From there use the tabs at the top of the page to navigate to a section and create a new field.

Track tab of the custom fields screen

There are 5 custom field input control types:
  1. Checkbox
  2. Menu of choices or drop down menu
  3. Text input
  4. Text area
  5. Password input
The control types are selected on the creating/editing screen for custom fields. The following image of this screen shows the section below the name and description area.

Custom field control types


1. Checkbox


To demonstrate the checkbox input control type I will create a Custom Track Field. The first image shows the first section of the screen to create a custom field, the Common settings section.

The short text data type has been selected for this example. This data type enables a list to be added with a checkbox next to each value.

Create custom fields screen 1

The following image shows the second section of the custom field creation screen, the Manual editing section. The Input control type is selected here, checkbox is selected in this example. Since we are using the Short text data type, we can add a list of values that will be shown when adding a track.

Create custom fields screen 2

This image is showing the Add Track screen with the custom field we just added.

Custom fields on the add track screen

If we change the data type in this example to boolean, then the menu options will not be available on the Add Track screen, just a single checkbox will be available.

Create custom field screen

The following image shows the add track screen with the changes to the custom field.

Add track screen


2. Menu of Choices


To demonstrate the Menu of Choices input control type I will create another custom track field. The name of this custom field is Track Color. In the following image I am creating the custom field, I have scrolled down near the Manual editing section.
  1. The Short text data type has been selected.
  2. The Menu of choices input control type has been selected.
  3. The source of the menu options is the manually entered list. The available options here will change depending on the custom field being created, custom course fields will have an additional option to use completion elements as the source of menu options.
  4. 4 values or options have been added. I add the Choose... option for a default value, because with this setup the first option will be automatically assigned to new tracks unless edited.
Create custom field screen

The following image shows the add track screen with the new menu of choices custom field.

Add track screen with new menu of choices custom field


3. Text Input


This Input control type will be an example of the Text Input type. I'll be creating another custom track field for this example. The following screen is showing the Common settings section for this new field.
  1. Shortname of the new custom field
  2. Name
  3. The Data type will be "long text"
Custom field editing screen

The next image shows the manual editing section. For the Input control type, Text Input has been selected from the drop down menu.

Custom fields manual editing section

Save changes and the new option is displayed on the add/edit track screens. For this field, just add the text.

Example of text input custom field


4. Text Area


This example will demonstrate the "text area" Input control type. The following image is showing the setup screen for this custom field.
  1. "Long text" has been selected for the Data type.
  2. "Text area" has been selected for the Input control type
Custom field editing screen

The following image shows the new custom field on the add/edit track screen. This Input control type enables an html editor.

Custom field example of text area


5. Password Input


The following use case will demonstrate a Password Input type profile field:

An administrator wants to assign users to clusters by sending them a password that they will enter in a survey, which updates their profile and assigns them to a cluster.

First, create a custom Moodle profile field. Go to Site Administration block > Users > Accounts > User profile fields. The are a couple reasons why we create a Moodle profile field first:
  1. Clusters use Moodle profile fields to auto-assign users to clusters.
  2. The survey will use the Moodle profile field.
  3. Custom user fields in ELIS are created from Moodle profile fields. In this use case the custom user field in ELIS isn't necessary, but we will create it and synchronize it to copy values from Moodle anyways.
Adding the Moodle profile field:
Creating a custom Moodle profile field for passwords

Create the ELIS custom user field. Go to the Curriculum Administration block > Admin > Custom Fields > User tab. Select the Moodle field that will be used to create this field.

Creating custom user field

Edit the settings for the new field.

Custom user field common settings

Custom user field manual settings

Save changes when finished.

Now we will create the cluster. The cluster is being auto-associated with the Moodle profile field "Password Input" and the password "1234". Other clusters could be created and assigned different passwords, e.g., 12345.

Creating cluster associated with password

The new profile field needs to be added to the survey. We are adding the Moodle profile field to the survey.

Adding profile field to survey

The administrator sends the users a password that they enter in the profile survey. In this example the password is 1234.

Survey with Pasword input field

When users enter their password in the profile survey it updates their profile, which auto-associates them with the cluster. The cluster could be auto-associated with curricula/tracks - auto-enrolling users of the cluster in curricula, tracks, and classes.

Configuration

To access the configuration screen go to Program Administration block and select Admin > Configuration.

Admin configuration link

Configuration screen:
Admin configuration 1 to 5

1. Track Settings
  • Turn off user defined tracks: Selecting this checkbox will eliminate access to tracks. In the Curriculum Administration block, the Manage Tracks link will not be visible in the Curriculum folder. Tracks already added to the site are still available if this is turned back on.

2. Learning Plan
  • Turn off course catalog: Users will not be able to see the Learning Plan folder in their Progress Reports block and the Dashboard will not work.
  • Number of curricula to display before automatically collapsing: This is referring to a users view of curricula in their Learning Plan folder. In collapsed view, curricula only show the title. In expanded view, the courses in the curricula are also shown. The user can also expand and collapse the view of curricula in their Learning Plan folder manually.
  • Enable curriculum expiration: This enables curriculum expiration. The curriculum expiration can be set for each curriculum in the manage curricula screen. The expiration settings are not required, they can be left blank if there is no expiration.
  • Calculate curriculum expiration based on the time a student: There are 2 options in the drop down menu for this setting. The "enrolled into a curriculum" setting calculates the curriculum expiration based on when the student was enrolled into the curriculum. The "complete a curriculum" setting calculates the expiration based on when the student completed the curriculum.
3. Certificates
  • Disable Certificates: Select this checkbox to disable certificates.
  • Certificate border image: Available in ELIS 1.9.1 and later versions. The certificate border image is what gets displayed as the background for certificates in the curriculum. You can add more border images by uploading them to your moodledata directory under the directory curriculum/pix/certificate/borders/.
  • Certificate seal image: Available in ELIS 1.9.1 and later versions. The certificate seal image is what gets displayed as the logo on certificates in the curriculum. You can add more seal images by uploading them to your moodledata directory under the directory curriculum/pix/certificate/seals/.
  • There is more information about certificates in the Curriculum section of this book, link to the page.
4. Interface Settings
  • Display time selection in a 12 hour format: Times in a 12 hour format use A.M. and P.M., for example, 1:45 P.M. If this checkbox is not selected, the time will be displayed in a 24 hour format. For example, 1:45 P.M. would be 13:45 in the 24 hour format.
  • Redirect users accessing My Moodle to the Dashboard:
5. User Settings
  • Automatically assign an ID number to Moodle users without one: ELIS will use the username for the idnumber. Users must have an id number to be added to ELIS. Once a user is added to ELIS, the id number can not be changed. If the id number is changed, a new ELIS user will be created.
  • Default Instructor Role: The default role assigned to instructors when they are synchronized into Moodle. This synchronization usually happens when instructors are assigned to classes associated with Moodle courses.
  • Only allow enrollments to Moodle courses that use the elis plugin: When selected, Elis will only enroll users in a ELIS class linked to a Moodle class if the Moodle class is using the ELIS enrollment plugin.

Admin configuration 6 to 10

6. Cluster Group Settings
  • Allow course-level group population from clusters: Enabling this setting allows the Curriculum Management system to automatically add users to groups in Moodle courses based on cluster membership. Groups will be created as needed.
  • Allow site-level group population from clusters: Enabling this setting allows the Curriculum Management system to automatically add users to groups at the site level based on cluster membership. Groups will be created as needed.
  • Allow site-level grouping creation from cluster based groups: Enabling this setting allows the Curriculum Management system to automatically add groups to groupings at the site level. Groupings will be created as needed.
7. Program Administration Block Settings
  • Number of entity icons to display before collapsing: A set amount clusters and curricula can be displayed in the Program Administration block, this setting must have a value of at least 1.
  • Display Clusters as the Top Level: This will display clusters in the first branch of the menu tree in the Program Admin block.
  • Display Curricula as the Top Level: This will display curricula in the first branch of the menu tree in the Program Admin block.
8. Default Role Assignment Settings
  • This is the default role to assign to a Curriculum Management user in any cluster, curriculum, etc. that they create.
  • This type of role assignment will not take place for a particular cluster, curriculum, etc. if that user is already permitted to edit that cluster, curriculum, etc.
  • To disable this functionality, select "N/A" from the list.
9. Enrollment role sync settings
  • Student role: If you select a role here, then any user with this role in an ELIS class will be enrolled as a student in the class.
  • Instructor role: If you select a role here, then any user with this role in an ELIS class will be assigned as an instructor in the class.
10. Auto-Create Settings
  • Moodle courses with unknown status are treated as auto-created: Moodle courses that are linked to ELIS classes are marked as having been auto-created or created manually in ELIS 1.8.7 and later versions. This setting indicates whether Moodle courses created prior to ELIS 1.8.7 should be treated as having been auto-created or not.

Notifications

The ELIS Notifications System provides a way to automatically send messages to users when various events such as course enrollment, course completion happen, as well as when users are not meeting goals such as completion by an expected date, etc.


The notifications settings are located in the Curriculum Administration block > Admin > Notifications.

Curriculum Administration block Notifications link

Use the check-boxes to determine who will receive a notification.

Filtering who Notifications are sent to using ELIS Roles:


As of ELIS 1.8.8 users in ELIS contexts such as courses, clusters, classes, tracks, and curricula can be notified of specific events in their organizational cluster.

Notification settings
  1. This will send the notification to the user - in the above example the user who enrolls in the ELIS class.
  2. This sends the notification to users at the system level who have the "Receive class enrollment notifications" capability in their role.
  3. This sends the notification to users who have the "Receive class enrollment notifications" capability enabled at the organizational cluster or user contexts. For example a Cluster Administrator gets notified when users in her/his cluster enroll in classes if they are enrolled in the cluster in a role that has this capability set.
  4. The message template for the message - if you leave the %%userenrolname%% variable in the template ELIS will automatically insert the name of the user who enrolls in the ELIS class, and ELIS will automatically insert the name of the class where you place the %%classname%% variable in the message. Note: Language settings won't change the notifications, the notifications will be the same as what is shown in the text box.

Example Notification Setup:


To set this notification up:

1. Choose "Define roles" from the Moodle Site Administration menu:
Define roles link

2. Edit an existing role (or create a new one), and set "Receive class enrollment notifications" to "Allow":

Define roles permissions page

3. Then enroll a user in this role in an ELIS context:

Assigning role on the Roles tab of a cluster

4. For example, click the Cluster Admin role on the Roles tab of a cluster.

Assigning a role in a cluster

5. Select a user (or users) and at the bottom of the screen, choose the "Assign roles" button.

6. Now this user will be notified when users in this cluster enroll in ELIS classes.

If you receive notifications you don't want, adjusting the admin notifications settings shown in the image below or adjusting your role's permission settings for notifications should resolve the issue. To edit role permissions go to the Site Administration block > Users > Permissions > Define roles.

Below the notifications check-boxes there is a message template area. The variables, e.g. %%userenrolname%%, shown in the message templates in the images below are the only ones available right now. The variables can't be edited, but can be deleted from the message. The words in the message can be edited. The message sent in the notification will be the same as it is shown in the text box, a user's language settings will not change the message. If you make changes be sure to select the Save changes button at the bottom of the screen.

Notification Variables:


Variables used:
  • %%userenrolname%% - This is the name of the user being enrolled in a class, the user completing a class, etc.
  • %%classname%% - This is the name of the class the user is being enrolled in, the class the user is completing, etc.
  • %%curriculumname%% - This is the name of the curriculum the user has completed or not completed.
  • %%trackname%% - This is the name of the track the user is enrolled in.
  • %%coursename%% - This is the name of the course that is recurring.

Spam filters and email notifications: Some spam filters may mislabel ELIS notification emails as spam. The filters often reject messages with duplicate content that seem to be auto-generated, but end users can label ELIS notifications as 'not-spam' and train their filter not to reject them.



Notifications by Type:


Class Enrollment:

This notifies selected users when a user enrolls or is enrolled in an ELIS class. For example a manager or adviser might be notified when a user enrolls in an ELIS class.

Class enroll notification setings
  1. If this is checked the user who is enrolled is notified by email that they have been enrolled.
  2. If this is checked then a user in a role that has this capability at the system level is notified.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified when a user enrolls in an ELIS Class.
  4. This is the message template for this notification.
Example - an ELIS class instructor is notified that a student has enrolled in his class.


Class Completion:

Class completion notification settings

  1. If this is checked the user who completes an ELIS class is notified by email that they have completed the class.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has completed the class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified when a user completes an ELIS Class.
  4. This is the editable message template for this notification.
Example - a student completes all the required completion elements in an ELIS class with a passing grade and is notified that they have completed the class.


Class Not Started:

Class not started notification settings
  1. If this is checked a user is enrolled in an ELIS class, and has not started the ELIS class by the number of days set, is notified. To determine if a class is started, ELIS checks whether a user enrolled in an ELIS class has logged into the attached Moodle course. If they have not logged in and are not marked as complete manually by an administrator, they are determined to have not started the class. When there is no Moodle course, they are simply alerted if they have not been marked as complete by the set number of days.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has not started the class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user has not started an ELIS Class.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days since a user was enrolled has the user not started the class.
Example - an adviser is notified that a student has not started a class by the allotted time.


Class Not Completed:

Class not completed notification
  1. If this is checked, then a user who is enrolled in an ELIS class, and has not completed or been marked as complete in, the ELIS class by the number of days set, is notified.
  2. If this is checked then a user in a role that has this capability at the Moodle site level is notified that the user has not completed the ELIS class.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user has not completed an ELIS Class.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before the end of the class the user has not completed to send the message.
Example - a manager in an organizational role set to be notified as above is notified that her employee has not completed a class by the allotted time.


Curriculum Completion:

Curriculum completed notification settings
  1. If this is checked, when a user completes a curriculum, they are notified.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has completed the curriculum.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has completed the curriculum.
  4. This is the editable message template for this notification.
Example - a curriculum administrator is notified each time a student completes his curriculum.


Curriculum Not Completed:

Curriculum not completed notification
  1. If this is checked, then a user who is enrolled in an ELIS curriculum, and has not completed or been marked as complete in the curriculum by the number of days set, is notified.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has not completed the curriculum.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has not completed the curriculum.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a curriculum ends to send the message.
Example - an organizational manager is notified about students she is responsible for who are not completing their assigned curricula in the specified amount of time for the curriculum to be available.


Track Enrollment:

Track enrollment notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that they have been enrolled in a track.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user has been enrolled in a track.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that the user has been enrolled in a track.
  4. This is the editable message template for this notification.
Example - .


Course Expiration:

Course expiration notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that their certification is for completing the course is expiring.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user's certification is for completing a course is expiring.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user's certification is for completing a course is expiring.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a course expires to send the message.

Example - a nurse who is certified as being current on a procedure for one year after completing a course is notified that his certification is due to expire.



Curriculum Expiration:

Curriculum expiration notification settings
  1. If this is checked, then a user who is enrolled in an ELIS curriculum that has an expiration date, is notified that their certification is for completing the curriculum is expiring.
  2. If this is checked then a user in a role that has this capability at the system level is notified that the user's certification is for completing a curriculum is expiring.
  3. If this is checked then a user in a role that has this capability in an organizational cluster or user context is notified that a user's certification is for completing a curriculum is expiring.
  4. This is the editable message template for this notification.
  5. Use this setting to determine when to send the message - how many days before a curriculum expires to send the message.
Example - a nurse who is certified as being current on a procedure for one year after completing a curriculum is notified that his certification is due to expire.


Notifications Issues:

Notifications are currently sent out via email via the ELIS Messaging System.

Spam filters and email notifications: Some spam filters may mislabel ELIS notification emails as spam.

The filters often reject messages with duplicate content that seem to be auto-generated, but end users can label ELIS notifications as 'not-spam' and train their filter not to reject them.

Mail Server administrators can also set your Moodle site as a trusted site in their SPAM blocking software/hardware, so that mail from your ELIS/Moodle site is not blocked.

Default Course/Class Settings

Default course and class settings are available in ELIS 1.8.2+.

This enables the ELIS administrator to set system-wide default settings for new classes.

Default class settings

This enables the ELIS administrator to set system-wide default settings for new courses.

Default course settings

ELIS Users

The user management screen in ELIS is similar to Moodle's user management screens, but adds more information to the user profile, such as Group/Cluster, curriculum, active/inactive, etc. Also, since ELIS 1.8.7, the users a person views in the ELIS Manage User's screen is determined by their role in ELIS - users with the right roles in ELIS can see only 'their' users in Manage Users - e.g. an administrator of a cluster can see only the users of her cluster in the Manage Users screen.

Note: all users in Moodle that have an id number are automatically created in ELIS. ELIS will also automatically add an id number to Moodle users who lack one if this is set in the admin folder configuration screen. The next page has instructions for turning this feature on and off.

Manage Users screen:
Manage users screen

From the user management screen you can add new users, edit existing users, or search for ELIS users with the filter. To perform a more advanced search, select the Show Advanced button in the filter section. From the advanced filter you can filter users by group/cluster name, curriculum, active/inactive, and by ELIS custom profile fields.

Advanced filter options:
Manage users screen with advanced filter
By default the manage users screen only shows active users. Use the "Show Inactive" select filter, shown in the image above, to find inactive users.

When searching for users of a group, cluster, or curriculum with the select filter - the filter has the following options in the drop down menu:
  • is any value - this option disables the filter (i.e. all information is accepted by this filter)
  • is equal to - this option allows only information that is equal to the value selected from the list
  • is not equal to - this option allows only information that is different from the value selected from the list
Select the Add user button on the Manage Users screen to add new users. When you add/edit an ELIS user, you can include information about the users transfer credits, language, your comments and notes about the user, whether they are active or inactive, and ELIS custom profile fields.

ELIS user profile:
ELIS user profile screen
ELIS users marked as inactive will not show up in ELIS reports.

Below the user search filter is the user overview screen. On this screen is a list of users in ELIS. If the filter is used, only the users included in the search will be listed here.

Manage users screen

Clicking the icons next to each user will enable various actions related to the user. For example, clicking the user report icon will show a report of all the user's classes and the user's status in those classes.

Individual User report

User Id numbers

ELIS uses an ID number to keep track of users - this means that the user's data is always attached to the same person, regardless if their name, email, or other information changes. This also means that in order for users loaded from Moodle to import correctly into ELIS, they must have an ID number set in their user profile.

The ID Number must not change, as ELIS uses this as the unique identifier for that user in the system - names and other user information can change, but not the ID number. This is like a US Social Security number in that way (but don't use SSNs for the ID number:-)).

If you already have a unique identifier for your users that does not change, then you can use it for the ID number in ELIS. If you don't you'll need to create one or let ELIS generate ones for you.

The key to this master data management methodology is simple: ID numbers don't change.

When a user is added to ELIS from Moodle then deleted from ELIS, it will delete the Moodle user as well. Deleting a Moodle user does not remove the record from the database, so creating a new ELIS user with the same ID number as the deleted user will cause it to associate with the deleted Moodle user. Re-using ID numbers or changing ID numbers in Moodle may cause data integrity issues in ELIS. Ensure that ID numbers are unique and not re-used.

Auto-Assign ID Numbers


There is a check box in the ELIS Configuration screen that will automatically set a Moodle user's ID number to be the same as their username, if they don't have one already set. If the site admin needs to have users in Moodle who are never brought into ELIS - they can turn off automatic ID number assignment in the ELIS Configuration settings for their site. In this case, admins will have to generate ID numbers for the users they do want in ELIS or provide ID numbers as part of the user loading process.

To adjust this setting go to the Curriculum Administration block and select the Configuration link.

Configuration link

Then scroll to the User Settings at the bottom of the page.

Configuration setting for automatically assigning id numbers to users

In most cases users will want this turned on so that all Moodle users get created in ELIS, in some cases users do not want this turned on (when they want to create users in Moodle who do not get added to ELIS).

The next image shows an automatically assigned ID number. The username for the Moodle account was used to create the ID number for the ELIS account. This is the edit view of this user's profile, the ID number and username can not be edited once the user is created in ELIS.

Editing a user profile

Profile Fields

A powerful feature of ELIS is the ability to auto-assign users to clusters by looking at data in the user's custom profile fields. The cluster can then be associated to tracks and its users can be auto-enrolled in classes of the track. Once ELIS setup is complete users can be assigned to different clusters, curricula, tracks, and classes by their custom profile field settings.

In ELIS 1.8 users can be assigned to clusters via either Menu of Choices custom profile fields or by Text Input profile fields. Menu of Choices profile fields give users a drop down list of choices to choose from by which they can be added to a cluster. Text Input profile fields enable users to enter text (or numbers or symbols) and be added to clusters associated with that alphanumeric string.

To create Moodle custom profile fields go to the Site Administration block and select Users > Accounts > User profile fields.

Moodle user profile fields link

Creating a Profile Field Category


From the user profile fields screen, new profile field categories can be created. Select the "Create a new profile category" button to add a profile category. In the image there is a profile category visible at the top of the page, DCHS. Once categories are created use the icons to the right of the category to edit, delete, or move the category.

We'll create a new category then create a profile field and add it to the category. To start we'll select the "Create a new profile category" button.

User profile fields:
Creating new Moodle profile field category button

Next we give the category a name and save changes.

Creating profile field category

The new category we created, Training Programs, has been added to the user profile field screen as shown in the next image.

Creating a Menu of Choices Profile Field


Now we are going to add a profile field to the new category. Scroll down to the bottom of the page to the "Create a new profile field" drop down menu. For this example we'll create a menu of choices profile field.

User profile fields:
Create menu of choices profile field

Start by giving the profile field a short name and name. Adding a description is optional.
Creating profile field
Scroll down the page to the next group of settings that control the profile field. The next image is showing these settings. The settings are:
  • Is this field required? - If a field is required the user will have to make a selection for the field when editing their profile. There are some exceptions, if the field is also locked the user will not be able to edit the field. Fields set to required will automatically start with Choose... as the default value.
  • Is this field locked? - If the field is locked, the user can not change the field when editing their profile. Only users with admin access can edit fields that are locked.
  • Should the data be unique? - The default value for this is no.
  • Display on the signup page? - Turn this setting on to display the profile field in the user profile screen. If turned off, the profile field will only be visible when editing the user profile.
  • Who is this field visible to? - The default setting for this is visible to everyone.
  • Category - Select a category to add this profile field to.
  • Menu options - The specific settings menu options are the options that will be associated to clusters. Each option can be linked to a different outcome.
  • Default value - The default value is the value users will start with for the profile field when entered into the system. If a default value is added, it has to be one of the menu options for the profile field.
Profile field menu of choices

I've entered the menu options Full Time, Part Time, Contractor, and Intern. The options all map to different levels of training in the program. Later, in the User Clusters section of this book, we will associate menu options to clusters.

Default Value


To have all users in the system have their Employee Status profile field automatically start at Full Time, we would enter Full Time in the default value to the example above. If all users in the system will not be assigned a value for this profile field, having an additional menu option for those users would be a good idea. For example, add a menu option "none" to assign users that won't have a value for this profile field.

Editing Profile Fields


The next image of the user profile field screen shows the new profile field we created above. To edit the profile field select the edit icon shown in the image.

Moodle profile fields edit icon

Text input profile fields are covered later in the "Auto-Assigning Users via a Passcode" page of this book.

Example: Auto-Assigning Users via a Passcode

In ELIS 1.8 we added functionality to enable users to be automatically assigned to clusters via text entry fields. This opens up a great deal of flexibility on how users can be assigned to clusters, and thereby assigned to curricula, courses, tracks, etc. Text entry fields might be used for users to enter a wide range of information, the example below covers how a user might enter a passcode that would assign them to a cluster.

The first step is to set up a text input profile field. To do this, click the "User profile fields" link in the Moodle Site Administration block.

User profile fields link

For this example, choose the "Text input" custom profile field type.

Link to create text input profile field

Create the shortname and the name. For this example we'll use 'passcode' for the shortname (1) and "Pass Code" for the field's Name. (2). Enter a description so that users know what the field is for (3).

Creating a text input profile field

Next, we can set the other parameters for this field - for this example we'll display the field on the sign-up page so that when users register they can enter a passcode for automatic enrollment.

We'll also set this field to be a password type of field.

Creating a text input profile field

Click "Save Changes" to save the new field.

New text input profile field

Setting up a cluster and linking it to the "Passcode" profile field.

Next, we'll set up a cluster and link to a value in the profile field we just created above. Click on Manage Clusters in the Curriculum Administration block.

Manage Clusters link

Next click the 'Add Cluster' button.

Add Cluster button

In the cluster creation screen enter:
  1. Name: Pass Code
  2. Description
  3. Auto-associate users with profile field: Select the name of the profile field we created from the menu of choices, Pass Code.
  4. Profile field value: For this cluster, we'll set the Pass Code to "text" by entering that value in the text input field. This means that all users who enter "text" in their "Pass Code" profile field, will be automatically enrolled in the cluster.
Adding cluster screen

Now we'll login as a student. On the student's profile we can see the custom profile fields on the site (your site may look different depending on what you have named the profile fields and how many you have created). Select the Edit Profile tab to edit the pass code field. Since we made the Pass Code field a Password field type above, the entry for the field is obsfucated (this prevents users from viewing each other's passwords when they are in a computer lab, coffee shop, etc.).

Edit profile to enter passcode

Note: If you were using a state, institution name, etc. you might not want to use the password field setting. If you turn this off, then users can see the text they are entering.

Next, we'll log back in as an administrator, and go to the Manage Clusters screen, and click on the User's icon to see the users in the cluster.

Cluster user icon

Now we can see the user above is automatically added to the cluster. If more users enter 'text' in their passcode profile field, they will be added to the cluster as well.

Cluster user auto-association

In practice:

A few ways you can utilize the example above:
1. You could have several clusters with different passcodes and provide specific users with different passcodes via email or other means. Now those users can enter the passcodes you sent them and be automatically added to the cluster. If the cluster is linked to a curriculum as described below, the users would be automatically added to the curriculum the passcode is linked to.

2. Instead of passcode, you could use a state name, institution name, etc. and have users be automatically added to a cluster (and thereby curricula, courses, tracks, etc.) when they enter a particular name. For example all the users from ACME Corp. could go in a cluster, all the users in Mrs. Johnson's Class, all the users from Pismo Beach, etc.

ELIS User Profile Fields

ELIS custom user profile fields are created from custom Moodle profile fields. To create user profile fields in ELIS:
  1. Go to the Curriculum Admin block > Admin > Profile fields.
  2. Go to the User tab, custom fields should open on the user tab by default.
  3. Choose which Moodle user profile field you will use to create the ELIS profile field.
User tab for ELIS custom fields

After choosing the Moodle field (step 3 of image above), an edit screen opens for the ELIS user profile field. There are 3 sections to the edit screen:

1. Common settings:
  • Name - The name is usually shown to general users, it does not have to be unique.
  • Shortname - The shortname must use the Moodle profile field shortname or any synchronization between the fields will be broken.
  • Category - Select a category. In the example I added an additional category, User Fields, that isn't shown in the first image.
  • Description - Add a description for the field.
  • Data type
    • Long text - Long text is an information field, with HTML.
    • Short text - Short text is a single line of text, without HTML.
    • Integer - Integer is a number without decimals - for example "1".
    • Decimal number - Decimal this is a number with decimals - for example "1.1".
    • Boolean - this is a "Yes/No" choice radio button.
  • Should the data be unique?
  • Multivalued
  • Default value
Adding user profile field common settings

2. Manual editing:
  • Allow viewing/editing? - Some fields might be entirely hidden, and only for reporting purposes. If this field is meant to be visible by any user, select "Allow viewing/editing".
  • Is this field required? - If the field is required on the context (curriculum, track, course, class, cluster, or user creation/editing tab) then check "Is this field required".
  • Who can edit this field? - With the the "Who can edit this field" drop down menu, you can select which users can edit the values of the field - these are users who are in a role in the context with the described permission. For example, if you create a Curriculum Administrator role, and one of the permissions given to that role is permission to edit curricula, then any user in that role in the current curricula can edit the values of the field. This setting enables site administrators to finely tune who can edit which fields.
  • Who can view this field? - Similarly, the "Who can view this field" menu controls which users can view the values in the field.
  • Input control type - Next, we set what type of input the field will have (text, checkbox, etc.).
  • Source for menu options - Enter the source for the menu options. The options are listed in the following bullet points. The first two options are included with each field, the other options are an additional option with some types of custom fields, e.g., class fields.
    • Manually entered list (below) - this option is referring to the menu option list shown by #7 in the image.
    • Moodle themes - this needs more testing.
  • Menu options - For inputs with multiple options (like a drop down menu) you can specify the options here by typing the options with each option on it's own line.
  • Columns/Rows/Maximum length - For text inputs you can control the size of the text input fields.
  • Help file - This enables a help button to be added to the field.
Creating custom user profile field manual editing section

3. Moodle Synchronization: There are 3 selections for Moodle synchronization:
  • No synchronization - The profile fields will not share information in this instance, they will have to be updated separately.
  • Copy values to Moodle - The associated profile field in Moodle will use the values assigned to the ELIS profile field.
  • Use values from Moodle - The ELIS profile field will use the values assigned to the Moodle profile field. This example is set to use values from Moodle. Any updates made to the profile field in Moodle will automatically update this ELIS profile field.
Creating user profile field Moodle synchronization section

Select the Save changes button and the profile field is created ELIS.

Custom user field

The profile field we created is set to synchronize with a Moodle profile field. If that synchronization is broken, an asterisk will be displayed to the right of the ELIS profile field referring to a warning message, as shown in the next image. I changed the shortname of the ELIS profile field to demonstrate this next image.

Synchronization warning for custom user field

The short name fields in Moodle and ELIS need to match for the profile data to be synchronized. The short name fields will always start the same because Moodle copies the the profile field information from Moodle. The name field is not used for syncing information so that can be changed once the ELIS profile field is created.

CSV Upload of Users

CSV upload can be used to create/update users and edit user profile field values. The profile field values can be used to assign users to clusters. First, the profile field has to be created in Moodle. Moodle Profile Fields were covered earlier in this chapter.

To create a Moodle profile field go to the Curriculum Administration block > Users > Accounts > User profile fields. For this example we will use a menu of choices profile field, Math Level. The short name for this field is "mathlevel". For this profile field the menu options (values) being set with the file are "ML4" and "ML5".

In the CSV file "profile_field_" is entered in the header before the shortname of the profile field. The last column of the next image demonstrates this. The entry in the column header is "profile_field_mathlevel". The value assigned to the users is one of the menu options for the Math Level profile field.

Example file for CSV Upload

To upload the CSV file go to the Site Administration block > Users > Accounts > Upload users. Select the Browse button to select a file.

Upload users link/screeen

Once the file is uploaded, a list of the uploaded users is shown along with a list of additional settings that can be applied to the users. Review the list of settings before finishing the upload. The following image shows an example of the settings on the preview screen.
  1. Upload type: Enter the type of upload. For this example "Add new and update existing users" is selected.
  2. Other fields: This is a list of the custom profile fields not being set by the file, these are considered defaults on this screen.
Upload user preview

Once the additional settings have been reviewed and adjusted, complete the user upload by selecting the Continue button at the bottom of the page. For this example the new users will be created in Moodle and ELIS as soon as the upload is complete, and they will be added to the Math Level 4 cluster. All information from CSV uploads is applied to the users as soon as the upload is complete.

Upload user results screen


Cluster Assignment with Profile Fields


The next image is the detail screen of the Math Level 4 cluster. This cluster is associated to users with their Math Level profile field set to ML4.

Cluster Detail tab

All users that have their Math Level profile field set "ML4" have been automatically added to the Math Level 4 Cluster, including the users added with the CSV upload above.

Cluster Users tab

If we want to move the users to another cluster we can do that by updating user data via CSV upload. To demonstrate I'll change the custom profile field Math Level to ML5 for a couple users in the file, then upload the file with the updated data for the users. Now the users who have their Math Level profile field changed to ML5 will be added to the Math Level 5 Cluster.

Upload users preview screen

When updating existing users there are additional settings, for example the "Existing user details" field. For this example "Override with file" is selected. Some settings refer to defaults. Defaults are referring to the profile field values that are listed in the custom profile fields section. Any of the profile field values not set in the file can be set on the preview screen as "Default values". All the users in the file will be assigned the default values from the preview screen when existing user details is set to "Override with file and defaults".

Organizational Clusters

The New Organizational Clusters in ELIS:
Organizational clusters in ELIS now provide users new ways to organize their programs by enabling nested hierarchies of organizational clusters. For example, the corporate organization below, we have a corporate structure mapped to ELIS- with the ACME Software organization containing sub-clusters of users in Development and Sales Associates.

This structure can be used to enroll uses in courses and/or programs of courses, to setup hierarchies of user, course, and program management, and to control who sees what on the reports generated by the ELIS Reporting system.

This enables an organization administrator to assign the Sales Training Curriculum to the ACME Software Sales Associates sub-cluster.

Curriculum Aministration block with clusters and curricula at top level



Organizational Cluster Settings:


Create cluster screen
  1. User Association: Users can be auto-associated to the cluster via Moodle profile fields.
  2. Classification: Clusters can be given different sets of default settings via the new Classification functionality (see below). All clusters of a given classification will start with the default settings for groups, groupings, etc. that are set in the classification screen. Site administrators can classify organizational clusters into categories that match their function, for example top level clusters might be an Organization, while sub-clusters might be a unit, division, school, or department.
  3. Cluster Display Settings: Set the priority for the cluster, the cluster with the highest number will be displayed first in the Curriculum Administration block. For example, a cluster with priority 2 will be shown before a cluster with the priority 1.
  4. Group Association: If the corresponding configuration setting for Cluster Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each cluster, and cluster users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.
  5. Cluster Themes: Different clusters can have different themes, and there is also a theme priority. For example, the Sales department might have it's own theme, that overrides the corporate theme, due to it having a higher priority.

Other organizational cluster features:

Clusters are site wide (organizational) groups. You can add users to a cluster either manually or automatically via their custom profile fields.

Clusters can be used to assign users to curricula and tracks.

Clusters are used by the ELIS Reporting System to provide granular reports.

When a cluster is associated with a curriculum, all users in that cluster are associated with that curriculum. Clusters can be assigned to curricula at the cluster screen and at the curricula screen.

Clusters can be associated with tracks - When a cluster is associated with a track, all users in the cluster that can be enrolled in tracks/classes will be.

Clusters can be used to create groups in Moodle courses.

Cluster classification - organizational clusters can be put into classifications - with different default settings for each classification - for instance one classification might auto-enroll all users into groups in a Moodle course by default. Of course you can override these defaults at the individual organizational cluster level.

Creating Cluster Classifications

To demonstrate cluster classifications we will be creating two classifications, Organization and Cluster. The organization will represent a company, and clusters will represent divisions within the company.


Adding a Cluster Classification


To add a cluster classification go to the Program Administration block and select Admin > Cluster classification. We will start with the organization classification. For this example the organization will have all of the users of the organization assigned to it. Then the users of the organization can be assigned to sub-clusters that will be linked to curricula, tracks, and classes.

Creating a cluster classification

Next we will create a regular cluster classification. The clusters in this classification will be sub-clusters of an organizational cluster. These clusters will be used to auto-enroll students so we need to set the appropriate settings for auto-enrollments.

Create cluster classification

1. Auto-enroll users in curricula - This should be checked if users from the cluster will be enrolling themselves in classes. Enrolling users in a curriculum gives them access to the courses of the curriculum, and the user could then enroll themselves in a class.

2. Auto-enroll users in tracks - This should be selected if users will be auto-enrolled in tracks/classes by an admin user. By assigning the cluster to a track, the users can be auto-enrolled in classes, if the classes are set to auto-enroll for the track.

3. Auto-enroll users in groups - This should be selected if users should be auto-enrolled in groups.

4. Auto-enroll users in groupings - This should be selected if users should be auto-enrolled in groupings.

5. Automatically create an Alfresco shared organizational folder - This feature should only be enabled if the clusters being assigned the classification should have Alfresco share folders created.

6. Default classification for child clusters - Select the default classification that will be assigned to child clusters or sub-clusters.

Displaying Clusters in the Curriculum Admin Block

Links to clusters can be displayed in the top level of the Curriculum Administration block. In this scenario the sub-clusters of clusters would be shown in the 2nd level, sub-clusters of sub-clusters will be shown in the 3rd level, etc. This allows all the clusters of an organization to be displayed on one screen. The curricula, courses, tracks, and classes that are associated to clusters/sub-clusters will also be shown in the lower lever branches of the menu tree, they can be linked to as well.

To edit these settings go to the Curriculum Administration block > Admin > Configuration > Curriculum Administration Block Settings. The settings are described and shown below:
  • Number of entity icons to display before collapsing: A set amount of clusters and curricula can be displayed in the Curriculum Administration block, this setting must have a value of at least 1. In the image below this is set to 8, so up to 8 organizational clusters and/or curricula will be shown in the Program Administration block before they automatically collapse. If this was set to one then only the first organizational cluster would be shown.
  • Display Clusters as the Top Level: This will display organizational clusters in the first branch of the menu tree in the Curriculum Administration block. The second image below demonstrates this. ACME Corp and Spacely Sprockets are displayed at the Top Level. Sub-clusters of the organizational cluster will be the 2nd level. Sub-clusters of sub-clusters would the 3rd level. If this checkbox isn't selected clusters will not be shown in the Curriculum Administration block.
  • Display Curricula as the Top Level: This works the same as the clusters above. If both curricula and clusters are selected, then clusters will be shown before the curricula, but both will be in the top level.
Curriculum Administration Block Settings

The example in the image below is showing 2 organizations in the top level, ACME Software and Miami Office. ACME Corp's 2 sub-clusters are also shown in the 2nd level.

Clusters in the Curriculum Administration block

The curricula, courses, tracks, and classes associated with clusters will be shown in lower level branches of the cluster menu tree. For example, if the ACME Software cluster > Sales Associates sub-cluster had a curriculum assigned to it, it would be shown below the 2 sub-clusters at the 3nd level. If the cluster is also associated to a track of that curriculum, then it would be shown as a sub-level of the curriculum, or the 4rd level of the organization cluster. The following image has an example:
  1. When ACME Software's organizational cluster is expanded the sub-clusters are shown
  2. When the Sales Team sub-cluster is expanded, the associated Sales Training curriculum is shown
  3. When the Sales Training curriculum is expanded
  4. Courses of the curriculum are shown
Cluster view in the Curriculum Administration block


Display Priority

The display priority for clusters in the Curriculum Administration block can be set with the Cluster Display Settings when adding/editing a cluster. The cluster with the highest number will be displayed at the top of the list, lowest number at the bottom. For example, if there are clusters with display priorities 0-5, 5 will be at the top of the list and 0 will be at the bottom.


Adding Clusters

To create or edit a cluster, go to the Program Administration block and select Users > Manage Clusters. To add a new cluster, select the Add Cluster button.

Add cluster button

Adding a cluster:
Adding a cluster
  1. Cluster name and description - Both of these entries are shown in the list of clusters on the Manage Cluster screen. The cluster name became a required field in ELIS 1.8.8.
  2. User association - User association to a cluster can be done either automatically, or manually. To assign users to a cluster automatically, you can select Moodle custom profile fields to automatically assign users (for instance all Math students to a Math cluster, or all Administrator trainees to an Administrator trainee cluster). Clusters can be assigned off of one profile field or a combination of two. If clusters will be populated manually, these settings should be left to their defaults. Also, if the profile field names or default values are modified, you should re-open the cluster and save changes to update the field names.
  3. Cluster classification - Site administrators can classify organizational clusters into categories that match their function, for example top level clusters might be an Organization, while sub-clusters might be a unit, division, school, or department.
  4. Associated Group - If the corresponding configuration setting for Cluster Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each cluster, and cluster users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.
  5. Cluster Theme - Different clusters can have different themes, and there is also a theme priority. For example, the Sales department might have it's own theme, that overrides the corporate theme, due to it having a higher priority. When you are done with the settings, select the Save changes button.
  6. Cluster Display Settings - This controls the display order of clusters in the Program Administration block. The higher the number the higher the cluster will be displayed in the block menu tree. For example, if there are clusters with display priorities of 0-5, then cluster 0 would be at the bottom and cluster 5 would be at the top. The default entry is 0. This setting was added in ELIS 1.8.7.

Adding Sub-Clusters


Once a cluster has been created, sub-clusters can be added by going to the Sub-clusters tab of the cluster. Sub-clusters can only be created by accessing the Sub-clusters tab of an existing cluster. Once on the Sub-clusters tab, follow the same steps for adding a regular cluster, start by selecting the Add Cluster button. The following cluster, ACME Corp, has four sub-clusters added already.

Sub-clusters tab

Sub-clusters can be accessed from the "Sub-cluster" tab of the parent cluster or the Program Administration block can be configured to display clusters and their sub-clusters. The settings to configure the Program Admin block are located in the Program Administration block > Admin > Configuration > Program Administration Block Settings.

Program Admin block

If a cluster with sub-clusters is deleted, then ELIS will ask if you want to convert the sub-clusters to top level clusters or delete them.



Auto-Associating Users to Clusters


Users can be auto-associated to clusters by associating Moodle profile fields with the cluster. The following example demonstrates auto-association for a sub-cluster:
  1. The cluster is associated to the Moodle profile field Project Management Level.
  2. The cluster is associated with a specific value for a profile field. This is a menu of choices profile field and the value assigned to this cluster is "PM1". Users assigned the PM1 value for the Project Management Level profile field will be automatically assigned to this cluster. If this was a text input profile field there would be a text box instead of a menu of choices, or if it was a boolean profile field there would be a checkbox.
  3. Each cluster can be auto-associated with 2 profile field values. This cluster is not using the second option. If a cluster is associated with 2 profile field values, then users would need to be assigned both profile field values to be automatically assigned to the cluster.
Cluster auto association with profile fields


Assigning Users to Clusters Manually


To assign users to the cluster manually, go to the Users tab, then select the Assign users link at the bottom of the page. A window will appear with users that can be added to the cluster. The automatically assigned users in the example were auto-associated to the cluster with the profile field settings in the previous example.

Cluster assign users link

Select the Assign users link to view a list of users that can be assigned to the cluster. Use the Select all checkbox to assign all available users to the cluster. Use the checkbox next to each users name to assign a user/users to the cluster.

Assign users screen for a cluster

The next image shows the end of the user list. The end of the page shows how many total users have been selected and how many of those selected are from this page if the list is multiple pages. There is a checkbox that allows you to show the selected items only, as shown in the next image. You can also select to enable auto-enroll to classes in tracks and whether the selected users are cluster leaders or not.

Assign users screen of cluster

Selecting the "Show selected items only" checkbox opens a similar screen with the selected users only.

Selected users screen:
Assign users screen of cluster

Select the submit button to finish assigning the selected users to the cluster.

Cluster Users tab

Curricula and tracks can also be added to the cluster. Select the Curricula or Track tabs across the top of the screen, use the drop down menu to add them.


Editing Clusters


Cluster icons on the Manage Clusters screen
  1. Clusters can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
  2. Lists tracks associated to the cluster on the Tracks tab.
  3. Lists users assigned to the cluster on the Users tab.
  4. Lists curricula associated to the cluster on the Curricula tab.
  5. Deletes the cluster.
Note that while currently clusters can be assigned to curriculum, it is recommended practice to assign clusters to tracks.

Summary: Clusters are a powerful tool for managing groups of users on a Moodle site.

Creating Groups in Moodle Based on Clusters

Creating Groups in a Moodle Course Based On Clusters

1. Enable the following settings:

  • Site Administration block > Miscellaneous > Experimental > select the Enable groupings checkbox and Save Changes.
  • Curriculum Administration block > Admin > Configuration > Cluster Group Settings section:
    • Allow course-level group population from cluster: Enabling this setting allows the Curriculum Management system to automatically add users to groups in Moodle courses based on cluster membership. Groups will be created when the first user from a cluster is added to a Moodle course.
    • Note: Be cautious when enabling these settings, as it will cause the Curriculum Management system to immediately search for all appropriate users across all necessary clusters or groupings, which may take a long time.
2. Create:
  • A Moodle course. Moodle courses have a Groups section, groups will need to be enabled in the course for ELIS to create groups in the Moodle course.
  • An ELIS course linked to the Moodle course.
  • A curriculum with the ELIS course.
  • A track from the curiculum and auto-create the class of the track. The class is set to auto-enroll so users will be automatically enrolled in the class when they are assigned to the track.
3. Create a Cluster Classification. Go to the Curriculum Administration block > Admin > Cluster classifications and select the Add cluster classifications button.

Adding a cluster classification

4. Create a cluster of users. Assign this cluster the new cluster classification and enable the "Associated Group" settings.

Create a cluster

5. Assign the cluster to the track. Go to the Tracks tab of the cluster and assign the track created above to the cluster.

Assign cluster to track

6. The users are automatically enrolled in the ELIS class/Moodle course and a group has been created in the Moodle course with the cluster of users. The name of the group is the cluster name and users of the cluster have been assigned to the group.

Group created by cluster

Note: The cluster must be associated to the class via a track for the group to be created/populated in the Moodle course.

Example:

For example, if the settings described here are enabled, and there is a cluster named "ACME Sales", then whenever users in that cluster are enrolled in Moodle courses via ELIS tracks, first a group and grouping named ACME Sales is created in the Moodle course, and then all subsequent members of ACME Sales are placed in that group and grouping. This enables you to use Moodle's groups and groupings to hide/show activities to specific groups, separate forums into groups, see separate groups in the gradebook, etc. More about Moodle groups.



Front Page Groups and Groupings:


Creating/populating front page groups based on clusters:

  1. Go to the Curriculum administration block > Admin > Configuration and enable the "Allow front page group population from Clusters" setting.
  2. Create 3 users and assign them the system level Authenticated User or Guest role (assign system level roles on the Site Administration block > Users > Permissions > Assign system roles). System level roles are needed because users can only be added to groups in contexts where they have at least some role assignment.
  3. Add a cluster, select the checkboxes for settings "Enable Corresponding Group" and "Autoenrol users in groupings".
  4. On the Cluster's Users tab add the 3 users to the cluster.
  5. On the Curriculum Administration block > Admin > Front page groups, a group with the cluster's name has been created and the users of the cluster have been added to it.

Accessing front page groups and groupings:

When the settings are checked to create front page groups and groupings, links to the created groups are shown in the ELIS Admin menu:
Front page groups
  1. This link goes to the list of front page groups.
  2. This link goes to the list of front page groupings.
Front page groups work like groups and groupings in Moodle courses, front page activities (such as forums) can be set to separate groups, etc. and also be hidden/shown to users based on groupings settings.

Example usage of Front Page Groups and Groupings to create a Sub-cluster specific News forum:

For example, the front page groups and groupings settings can be used to create news forums on the site which are only visible to users of specific clusters or sub-clusters (and site admins, who can see everything).

Creating a front page forum

When a site page activity is created and ELIS is set to create groups and groupings on the site home page from clusters, you can specify which group can view the activity.
Creating a group specific forum
  1. Create the site page forum as usual.
  2. Select the grouping in the "Grouping" drop-down, and check the "Available for group members only" setting.

Now the forum will only be visible for members of the ACME Division 2 cluster (note that only clusters that have the settings checked to create groups as described below will be visible in the drop down).

Cluster Themes

The theme users will see when they login can be set according to the cluster they are assigned to.

When the cluster is being added/edited the setting for the cluster theme is located towards the bottom of the screen. The theme for users assigned to the cluster in this example is metal.

The theme priority is used when a user is assigned to more than one cluster with different themes. The theme with the highest priority will be displayed first. Lower numbers have a lower priority then higher numbers, e.g., a cluster with theme priority of 3 will be shown before a cluster with theme priority of 2.

Cluster theme setting

A user assigned to this cluster will see the metal theme when logging in to the site.

User view with metal theme

The admin user for this site would see the Remote-Learner theme set for this site.

Site home page

Assigning Roles in Clusters

To assign roles in a cluster, select the Roles tab. The roles available for assignment and the users that can be assigned that role will depend on the users permissions. A site administrator user would have access to all users and roles on the site. The users and roles available could be limited by a custom role, for example, a Cluster Administrator role.

Roles tab of a cluster

The roles screen shows a list of roles available, each role links to a list of users you can select for that role. After selecting a role link, the top of the screen has an Assigned link and an Unassigned link. Select "Assigned" to view a list of assigned users for the role, select "Unassigned" to view a list of unassigned users that can be assigned to the role. Once a user is added to a role, selecting that role will show you the assigned users of the role first.

Roles tab of cluster

This user list works the same as the cluster user list. You can select a user/users then assign them to the cluster at one time. One difference with this user list is there is a menu of choices, Enrollment duration, at the bottom of the screen. The enrollment duration choices are 1-365 days, or unlimited.

Roles tab of cluster

Once the users have been selected and the enrollment duration setting is correct, select the Assign roles button. The users will be added to the selected role. The amount of users in the different roles is visible in the right hand column of the roles screen.

Organizational Cluster User Management

In conjunction with ELIS Roles, organizational clusters can be used to provide fine grained user management, so that an administrator of a cluster or sub-cluster can manage the enrollment of the users in his/her cluster, but not manage (or even see) users in other clusters.

For example, a user can be assigned to an Administrator role in a Cluster, and then that user can see and edit the users in his/her cluster, but not the users in other clusters on the site.

In the example below, the user Henry Griswald is assigned the Cluster Administrator role in the ACME Software cluster.

Assigning cluster admin on roles tab of cluster

Because he has this role, when Henry logs in he sees the Manage Users and Manage Clusters links(1):

Manage Users link

When he clicks Manage Users, he sees the users in his cluster(2), and can edit those users(3):
Cluster admin Manage Users screen

What Henry can do is limited by the settings of the role his is in, for instance roles can be crafted that let Henry enroll his employees in classes, but not edit their information.

Copy Curriculum to Cluster

In ELIS 1.8.7 when adding a curriculum to a cluster, you now can choose whether to link the curriculum or to copy the curriculum.

Linking to the curriculum means that any changes to the curriculum (classes added, etc.) will be visible by all clusters that are linked to the curriculum.

If the Curriculum is copied to the Cluster, then a duplicate of the curriculum is made, and added to the cluster.

Copy Curriculum button on the Curricula tab of a cluster

When the Copy Curriculum button is pressed, a list of curricula that can be copied are shown. The first part of the list shows curricula already associated to clusters, below that there is a list of curricula unassociated to clusters.

Copy curriculum screen
  1. The list of curricula from which you can choose to copy - check the 'Add' box to select a curricula for copying.
  2. If this is selected, tracks are copied also.
  3. If this is selected, courses are copied also.
  4. If this is selected, classes are copied also.
  5. This is a list of choices about how to copy Moodle courses that are linked to ELIS classes.
  • Always copy will make new copies of all Moodle courses linked to ELIS classes.
  • Copy auto-generated courses will make a duplicate of the Moodle course the ELIS class is attached to.
  • Auto-create from template, will make a new, fresh copy of the Moodle course the ELIS class is attached to from the original template.
  • Link to exiting course - this will maintain a link to the existing Moodle course.


Cluster Leader/Reporter

In ELIS 1.9, cluster leaders* are replaced by the Cluster Reporter. This gives access to many more reports, in a much more scalable manner.

The Cluster Reporter role described below now gives a user access to reports for a cluster of users, as provided for by the old cluster leader setting. A major advantage of the new method is that many more reports are now available to the Cluster Reporter role - they only see the data for users in their own cluster; they can see this data on all of the ELIS reports below:

  • Curricula Report
  • Course Completion by Cluster Report
  • Individual Course Progress Report
  • Individual User Report
  • New Registrants by Student Report
  • Non-starter Report
  • Sitewide Time Summary Report
  • Sitewide Transcript Report

Creating a Cluster Reporter Role

To create a new role go to the Site Administration block > Users > Permissions > Define roles > and select the Add a new role button at the bottom of the page. Assign a name and shortname for the new role.

Create cluster reporter role

Then scroll to the permissions, ELIS Reports section. One permission is allowed for this role:
  • View ELIS reports - block/php_report:view
Creating a cluster reporter role, picture 2

Save the role when finished by selecting the Add a new role button at the bottom of the page.


Assigning the Role in Clusters


Now assign the role to a user in a cluster or sub-cluster. This example is demonstrating a user being assigned the role at the cluster level. Go to the Roles tab of the cluster to assign a user the role.

Roles tab of cluster

The link opens a screen of users to add to the role.
  1. Choose a user and
  2. Select the Assign roles button at the bottom of the page.
Assigning users on roles tab

When the user assigned the role logs in, they will be able to access reports for the cluster, sub-clusters of the cluster, and users of the cluster and sub-cluster.

The following image shows the Course Completion by Cluster Report filter, the user can generate a report for the cluster they are assigned the Cluster Report role in, and for the sub-cluster.

Report 1

The next example shows the Individual User Report, the user may generate a report for users of the cluster and the sub-cluster. In the image below Mary is assigned the Cluster Reporter role. Bob Jetson, George, Wilma, and Fred are assigned to the sub-cluster of the cluster. Bob Parker is assigned to the cluster.

Report 2


Assigning the Role in Sub-clusters


When this role is only assigned at the sub-cluster level and not the parent cluster level, the permission "view clusters" may need to be enabled for the role. If the role doesn't have the additional permission, the sub-clusters will not be shown in the cluster drop down menus of report filters.

This role will be called the Sub-Cluster Reporter, it will have two permissions enabled:
  • View Clusters and
  • View ELIS reports.
Now that the role has been created we navigate to the Roles tab of the sub-cluster and assign a user to the Sub-Cluster Reporter role. When the user assigned the role logs in, they will be able to access reports for the sub-cluster and its users.

Note the difference in capabilities between this role and the previous role. This role enables a user to navigate to the cluster they are assigned the role in via the Curriculum Administration block.
  1. The Users link is available when the "View clusters" permission is enabled.
  2. The Manage Clusters link will open the Manage Cluster screen. Only the parent cluster is visible in this example. I selected the parent cluster, then went to the Sub-clusters tab, and selected the sub-cluster shown by #3. Note that when viewing the parent cluster, the Users tab was not available.
  3. This is the sub-cluster the user is assigned the role in, they can view the sub-cluster detail, sub-clusters of the sub-cluster, or users of the sub-cluster.
Login by sub-cluster reporter

Next this user will generate a Course Completion by Cluster Report. The following image is showing the report filter.
  1. The user can see the parent cluster in the filter when selecting a cluster from the cluster drop down menu. If the user generates a report for the parent cluster there will be no data, because they do not have "view ELIS report" permission for the parent cluster.
  2. The user can also see the sub-cluster where they are assigned the Sub-Cluster Reporter role. If the user generates a report for this sub-cluster, the report will be generated with data for the users of the sub-cluster.
Course Completion by Cluster report filter

Without the "view cluster" permission being enabled for this role:
  • The sub-clusters will not be visible in the cluster drop down windows in report filters. This is because the user is only assigned the reporter role at the sub-cluster level, and the parent cluster has to be visible to see the sub-cluster in the drop downs.
  • The reports that filter by users, not clusters, will work the same way - the user only has access to users of the sub-cluster they are assigned the role in.
  • The data generated by the reports will be the same, the permission just allows the user to select the sub-cluster from the drop down menu in report filters.
     
For example, if a user is assigned a reporter role in just one sub-cluster, the role may not need the extra "view clusters" permission. This would mean the user won't be able to select the sub-cluster in the report filters, but it doesn't matter. The report will still generate report data for just the users of that sub-cluster because that is all the user has permission to view, so filtering by sub-cluster isn't necessary.

*The cluster leader setting was a legacy of the old ELIS, and has been replaced by the new organizational context system, which enables actual role assignments in ELIS clusters (as well as in curricula, courses, tracks, and classes).

Creating a Cluster Administrator Role

The Cluster Administrator role limits the users an administrator can manage to just the users in clusters where they are assigned this role. Users assigned this role in a cluster will have the same permissions for sub-clusters of the cluster.

If the cluster administrator should have permissions to create curricula, courses, etc. then we recommend creating a second role for curricula permissions. The user can be assigned the cluster administrator role in a cluster, and the curricula administrator role in a curriculum or curricula. The following examples will demonstrate how to setup both roles.


Cluster Administrator Role


To create a new role go to the Site Administration block > Users > Permissions > Define roles and select the "Add a new role" button, or select the edit button for an existing role.

For this role the following permissions have been set to allow in the Curriculum Administration section of the role permissions screen:
  1. Associate curriculum management items (block/curr_admin:associate)
  2. Manage cluster users' class enrolments (block/curr_admin:class:enrol_cluster_user)
  3. View classes (block/curr_admin:class:view)
  4. Manage cluster users' sub-cluster membership (block/curr_admin:cluster:enrol_cluster_user)
  5. Only assign roles in a cluster to cluster members (block/curr_admin:cluster:role_assign_cluster_users)
  6. View clusters (block/curr_admin:cluster:view)
  7. View courses (block/curr_admin:course:view)
  8. Manage cluster users' curriculum enrolments (block/curr_admin:curriculum:enrol_cluster_user)
  9. View curricula (block/curr_admin:curriculum:view)
  10. Manage cluster users' track enrolments (block/curr_admin:track:enrol_cluster_user)
  11. View tracks (block/curr_admin:track:view)

If the cluster administrator needs access to the "Bulk user actions" page then allow the "Edit users" permission as well. This enables a user to access the Curriculum Administration block > Admin > Bulk user actions page. Only users of the cluster will appear on the bulk user actions page for the cluster administrator to manage.

Other useful permissions for a cluster administrator are the ELIS report permissions, to assign report permissions go to the ELIS Report section of the role permissions screen. There are 3 ELIS report permissions for roles:
  1. Manage ELIS report schedules
  2. Schedule ELIS reports
  3. View ELIS reports
Since the cluster administrator is assigned the report permissions in a cluster context, they will only be able to produce reports with users assigned to clusters where they are the cluster administrator. The reports available will also be limited for the this cluster administrator role.

Once the permissions are set, save the new role. Now users can be assigned the Cluster Administrator role in clusters.

Go to the (1) Roles tab of the cluster a user will administer and (2) select the role you want to assign the user to.

Roles tab of cluster

On the Roles screen:
  1. Select the Unassigned link, to display a list of unassigned users.
  2. Use the checkboxes to select users, use the filter located above the user list to find a user/users.
  3. Select the enrollment duration for the user/users being assigned the role, using the menu of choices.
  4. Select the Assign roles button to finish.
Roles tab of cluster


Login As Cluster Administrator


When the cluster administrator logs in they will be able to access the cluster from the Curriculum Administration block(1), shown in the image below. The cluster could also be accessed by the Manage Clusters(2) link.

The tabs available depend on the permissions enabled. For this role the curriculum and track permissions enabled are for view and cluster enrollment only.

Cluster administrator view of site

The reports available to the user also depends on the permissions. With the 14 permissions set to allow for this role, a user assigned this role in a cluster would have access to generate the following reports with data for the cluster, sub-clusters of the cluster, and users of the cluster and sub-clusters:
  1. Curricula report
  2. Course Completion by Cluster report
  3. Individual Course Progress Report
  4. Individual User report
  5. New Registrants by Student report
  6. Non-starter report
  7. Sitewide Time Summary report
  8. Sitewide Transcript report

Curriculum Administrator Role


In some instances the cluster administrators will need to have permissions for creating curricula, courses, etc. associated to the clusters they are managing. To achieve these permissions it is best to create a curriculum administrator role and assign a user the role in curricula.

For this role the following permissions have been set to allow:

Program Administration section
  1. Associate curriculum management items (block/curr_admin:associate)
  2. Create classes (block/curr_admin:class:create)
  3. View classes (block/curr_admin:class:view)
  4. Create courses (block/curr_admin:course:create)
  5. View courses (block/curr_admin:course:view)
  6. Create curricula (block/curr_admin:curriculum:create)
  7. View curricula (block/curr_admin:curriculum:view)
  8. Create tracks (block/curr_admin:track:create)
  9. View tracks (block/curr_admin:track:view)
Now the user assigned the cluster administrator role above will be assigned the new curriculum administrator role in a curriculum.

The first permission for both roles, Associate curriculum management items, allows the roles to share permission. For example, the cluster administrator can use their curriculum permissions while viewing the Curricula tab of their cluster, or they can use their cluster permissions on the Cluster tab of their curricula.

Using clusters to auto-enroll users in curricula/tracks

From the manage cluster screen you can select the Tracks or Curricula tabs for the cluster and associate an existing curriculum/track to the cluster.

Cluster screen highlighting Tracks and Curricula tabs

When a curriculum/track are selected to be associated to the cluster

Selecting a track to associate to cluster

a screen appears with auto-enroll settings for the curricula/track. Select the Save changes button when finished and the curricula/track will be associated to the cluster.

Auto-enroll settings for cluster-track association

In this example a track is being associated to the cluster, and users of the cluster will be auto-enrolled in the track.

Note:
Once a user has been auto-enrolled in a curriculum or track via association with a cluster, the user can not be unenrolled from the curriculum/track by:
  1. Deleting the cluster
  2. Removing the association between cluster and curriculum/track
  3. Removing the user from the cluster

The user has to be unenrolled from the curriculum or track directly. For example, go to the Users tab of the curriculum/track and remove the user from the list.

Curriculum

Curricula in ELIS enable you to group courses in various ways. Often, a group of courses may lead to a certificate or other validation that a learner has acheived a particular level of mastery of the subject(s) covered in the courses of a curriculum.

Curricula are also used to set pre-requisite and co-requisite courses, as well as to build tracks of classes that run at a given time or sequence.

While there are many ways to use and setup curricula, below are a few examples that we have built out in our documentation site:

curriculum examples
In the example above, the curriculum contains 3 courses which may be taken in any order. Completion of the curriculum requires 9 units, and each course is 3 units, so all must be completed in order to earn the certificate.

Curriculum with courses
In the example above, there are 3 required courses that must be taken in order and two optional courses. The certificate requires 12 units, so one of the optional courses must be taken to earn it.

These are just a few examples of the way curricula can be used to organize learning plans for your learners. The certificates are optional.

Creating A Curriculum

Creating/Editing Curricula

Click on the Manage Curricula link to create a new Curriculum and or to edit the curricula you have already created.

Manage Curricula link

If you have already defined curricula in your site, you will see the curricula listed here. The following image shows the manage curricula screen, the curricula names are listed in the left hand column. The icons will link to specific screens of each curriculum. Select one of the Add Curriculum buttons to add a new curriculum, the buttons are located directly above and below the curricula list.

Add Curriculum button

Add curriculum screen:
Curriculum configuration screen for ELIS 1.9 image.

The following settings can be entered on the add curriculum screen:
  • ID Number - This field is required. The id number will display in reports.
  • Name - This field is required.
  • Long Description - A complete and thorough description will help administrators, teachers and students know if this curriculum is correct for them.
  • Required Credits - The number of credits the learner must receive before the curriculum is complete.
  • Display Priority - The lower the priority number, the higher the curriculum will display in the user's Learning Plan folder.
  • Time to complete - The amount of time a user has to complete a curriculum once assigned to it. For example, enter 18m for 18 months.
  • Expiration (not shown--must be enabled by administrator (Curriculum Administration > Admin > Configuration)) - The frequency the curriculum must be completed, if necessary. For example, enter 4y for 4 years. The format for entries in the last two fields is described below them, shown in the image above.
  • Archive Settings - Set to no, this curriculum will appear in the Learner Dashboard under the Current Learning Plans tab. Set to yes, this curriculum will appear in the Learner Dashboard under the Archived Learning Plans tab. The image below shows that the curriculum "Product Support Technician" has been marked as "Archived" and now appears in the Archived Learning Plans in the Learner Dashboard. This setting is new to ELIS 1.9 and was created to alleviate confusion for users who had years of Learning Plan to navigate through. When a curriculum is no longer in use, the curriculum administrator can simply mark it as archived.
  • Custom Categories and fields can be created and added to curriculum when organizations need more information to be added to configuration screen. Custom fields can be added at Curriculum Administration > Admin > Custom Fields.
The help icons link to a pop-up window with information about each field.

Learner Dashboard: Archived Learning Plans tab selected:
Archived Learning Plan Image


Bulk User Enrollment and Removal for Curricula


ELIS 1.8.9 allows bulk user enrollment and removal for curricula. Both screens work in the same way, the difference will be whether the Assigned link or the Unassigned link is selected at the top of the page. The Assigned link will show users already assigned to the curricula, and the Unassigned link will show unassigned users that can be assigned to the curriculum. The following image is showing the Users tab of a curriculum, with the Unassigned link selected.
  1. View of the User tab of a curriculum.
  2. The Unassigned link is selected. If Assigned were selected the format of the page would be the same besides the button on the bottom of the page, it would be "Unassign" instead of "Assign".
  3. Use the filter to search for users.
  4. Select users with the checkboxes on the left hand side of the screen. Use the Select All checkbox to select all the users on the page.
  5. At the bottom of the list the amount of users selected is shown. If there are users selected from multiple pages, there would be 2 totals. One for the pages not shown and one for the current page.
  6. Select the Assign button to assign users. If viewing the Assigned link, a list of users already assigned to the curriculum would be shown and there would be an "Unassign" button instead of the Assign button.
Curricula user tab

Setting up Courses

Once you have planned and started the setup of your curriculum, the next step is to add some courses which you will add to the new curriculum. To do this, click on the Manage Courses link in the Program Administration block.

Manage Courses link

This will open up the Courses screen.

Here you can click the "Add Course" button to add a new course. The form will ask you to enter some information about your course. There are two required fields:
  1. Name of course: A course may have many “classes” (or sometimes called sections). This is the name of the parent course. For example a course might be called Moodle 101 - Introduction to Moodle

  2. Course ID: This number can contain numbers, letters, spaces and special characters and will show up on reports. Often people will just use the name of the course here - however if a course has a long name it may cause some issues with the formatting of reports, in which case one might use an abbreviation. Some SIS/MIS/ERP systems can only use numeric tags or have other naming limitations, so the Course ID can provide a method to work with these systems if required.
There are other fields on the course form, check the blue 'Help' icons next to the field names for definitions of these fields.

Other optional fields of particular interest are the Completion Grade, The Environment, the Cost, the Version, and the Template Course.

Add course screen

The course template is a zip file of a complete Moodle course - when a classes are created from the course, they will be created by automatically restoring this zip file. This is useful for batch class creation, when a master course is being used. For example, University A creates 4 tracks of it's Online Teaching Certificate Curriculum, and this action automatically creates all 12 Moodle courses, with all their associated content, from the Templates set in the Curriculum.

If you enter the Name and Course ID, you can always come back to the course editing form and add the other information.


Default course settings available with ELIS 1.8.2.


Default course settings can also be set for courses as shown in the following image. When adding new courses the default settings will be set according to this screen. All of these settings can also be adjusted while adding/editing courses. Go to the Program Administration block > Admin > Default Course Settings.

Default Course settings:
Default course settings link and screen

Add Courses to a Curriculum

Once you have set up a curriculum, you will need to add courses to it. To do this, click the Courses tab in the Manage Curricula screen. The screen below shows a new curriculum with no courses assigned. To assign a course, click the Assign Course button.

Courses tab of curriculum

The next image shows the assign course screen, the following settings can be entered on this screen:
  • Curriculum - The name of the curriculum being associated to the course. This is automatically entered.
  • Course - Select the course to be added to the curriculum from the drop down menu.
  • Required - Select the required checkbox if the course must be taken to complete the selected curriculum.
  • Frequency(s) - The frequency the course must be repeated, if necessary1.
  • Timeperiod - The units used to specify the course frequency.
  • Position - Set the display position of each course in the curriculum. Courses with lower position numbers are displayed first.
Select the Save changes button to assign the course to the curriculum.

Assign course to curriculum screen

Once you have added courses to the curriculum, they will show up in the overview screen, and enable you to set pre-requisites and co-requisites, etc. Use the key icon to set prerequisites for the course. To edit the curriculum settings for this course, select the pencil icon. To edit the course settings, select the course name.

Required courses: if a course is required in a curriculum, then users will not be able to complete a curriculum until they have completed the required course(s) in the curriculum. For example, if a curriculum requires 12 credits for completion, and has 5 optional 3 credit courses and 1 required 3 credit course, then users will need to complete at least 3 of the optional courses and the required course in order to complete the curriculum.

Position: this will determine the sort order of the course in the curriculum, a course in position 1 will show up above a course in position 2, etc.

Curriculum Courses tab


Frequency:
1. Note that the frequency setting is currently just informational - to inform the learner they need to take a new course, and to inform a site admin that a learner needs a new course to take (via the Notifications system).

At this time there is not any automatic way to expire credit for a course a user has finished, or to prevent a user from taking a refresher course before a set number of days have passed.

For recurring courses, where users need to renew their credit, currently you need to create a new curriculum/courses/Moodle courses - ELIS can do this in one step as described here.

We are working on a more automated procedure for this courses that need to taken over again - for compliance, etc. that will be in an upcoming release of ELIS.

Create a Single Course Curriculum

Many features in ELIS such as reporting, pre and co requisites depend on curricula - in some cases users just want to setup a single course curriculum. Once a course is created, there is a "Make a curriculum from this course" button, located on the Curricula tab of courses. This button enables a user to quickly create a curriculum with the information from the course they are setting up.

Curricula tab of a course

The name and id number of the new curriculum are required fields when setting up the curriculum. ELIS will automatically enter the name and idnumber, both can be edited. Save changes once the settings for the new curriculum are set.

Make curriculum from course screen

Now this course is loaded into the curriculum automatically, enabling reporting, pre-requisites, etc.

Note: Multiple curricula can be created from the same course.

Curriculum Display Priority

When you create or edit a curriculum, you will see the curriculum display priority setting. You can use this setting to control how curricula are displayed to students in the Curriculum Overview, Current Classes, and Waitlist screens. A lower setting makes the curricula show above curricula with higher settings.

Curriculum display priority

The next image shows a user's Curriculum Overview and the display priority setting for each curriculum.

Users curriculum overview screen

If the display priority setting is not changed, each curriculum will have a setting of 0 and will be displayed in alphabetical order.

Completion Elements

Once the course has been set up, click on the Completion Elements tab.

Completion Element tab of a course

If you won't be linking the completion element to a Moodle activity then select the Add Element button and skip the following two images on this page.

Course completion element screen

To set a completion element that is linked to a user's grade in a Moodle activity, you'll need the ID number from the Moodle course*, so go to the Moodle course and locate the Moodle activity you wish to use as a completion element.

In this case, we'll use a quiz - the grade on this will determine whether the student has successfully completed the course (you can use as many completion elements as you would like).

Open the Edit screen for the Moodle activity, in this case it is a quiz.

Edit icon for a Moodle activity

Scroll down to the Common module settings screen and get the ID number. If there is no ID number, enter one, note it, and then save.

Common Module Settings section of a quiz

The go back to the Adding Completion Element screen in ELIS, and enter the ID number and other information, and save.

Creating a completion element screen

This adds the completion element to the course. Learners who make the completion grade on all the completion elements of the course will be marked as having passed the course.

These will then automatically manage user completion for a course, and can also be viewed on the user report:

Individual User report

* Note that if you want to use completion elements that are not graded in Moodle, only in ELIS, it is important to use an ID number for the Completion Element that is not matched by any activity ID numbers.


There is more information about grading completion elements in ELIS in the Setting up Classes section of this book. Select the following link to skip to that page, Grading Completion Elements in ELIS.


Moodle Gradebook grade items and Moodle Gradebook Categories as ELIS Completion Elements


In ELIS 1.8.8+, Moodle gradebook grade items and gradebook categories can be used as ELIS Completion Elements.

Grade Item ID

When you create or edit a Gradebook grade item or Gradebook category, you can now use it as a Completion Element in ELIS.

Grade Category ID

This function lets you aggregate grades from graded items in Moodle to use them as completion elements.

Pre-Test and Post-Test Completion Elements

In ELIS courses, you can assign Pre-assessment and Post-assessments items for classes, and then measure the difference between the Pre-assessment and Post-assessments*. This can help you assess if courses are effectively improving targeted knowledge in your program. If you have multiple trainers/teachers teaching the same class you can see the more effective ones over time - their learners show more improvement between the Pre-assessment and Post assessments over time. Also if you make adjustments to content or programs aimed at improving effectiveness, ELIS can help you determine the scope of the improvement. We also have functionality to show how much time learners are spending in the courses- so you can decide whether %5 improvement is worth the time it takes - if it takes extra time - for example.

Pre-Test and Post-Test completion elements should be added to the course as ordinary completion elements. Pre-test and post-test completion elements will be counted with other completion elements in reports, the benefit is that some reports have a separate column for these completion elements.

To add pre-test and post-test completion elements:
  1. Go to the Completion Elements tab of a course
  2. Select the Add Element button and add completion elements
  3. The completion elements are included in the list of completion elements.
Add completion element button

Once completion elements have been added to the course they can be selected from the drop down menu for the pre-test or post-test fields. To edit these fields select the Edit tab for the course.

Edit tab screen of a course

Only one completion element can be selected for each field, and once a completion element is selected for one field it can't be selected for the other field.

The following images have sample reports that have pre-test and post-test data. The first report is the Individual Course Progress Report. The following list briefly explains some areas of the report.
  1. Completed Items: This column shows data for completion elements in the course. The pre-test and post-test data are included in this column because they are completion elements.
  2. Pre-test: This column shows the score the user received on the pre-test if there is one for the course.
  3. Post-test: This column shows the score the user received on the post-test if they received one.
  4. This course has been completed by the user and they have a grade in ELIS, but there are no completion elements in the ELIS course so the user does not have data in this report for that course. Most reports use completion elements for data. Some reports show data for courses without completion elements, e.g., the Individual User Report.
Individual course report with pre-test and post-test data

The Site Usage Summary Report has pre-test and post-test averages for all the courses on the site. In the next image of the report, the red arrow is pointing to the pre-test/post-test row.

Example of pre-test data in Site Usage Summary Report

*By default these are termed "Pre-test" and "Post-test", however it is easy to change these terms (without affecting the functionality:-)) in the Moodle language editor.

Curriculum Expiration

Curricula can be set to have an expiration date, this date is printed on the Curriculum Report, the Individual User report, and on the Certificates. The expiration simply prints the date the Curriculum creator sets for the curriculum to expire. This is useful for curricula that lead to licensure, where the license is only good for a set term, for example.

Step 1: Activate Admin Configuration Setting for curriculum expiration:

Curriculum expiration is turned off by default, so the first thing to do if you plan to use Curriculum expiration is to turn it on in the ELIS Configuration settings. If it is not turned on, then expiration notifications will not be printed on reports.

To edit the Curriculum Expiration settings go to the Curriculum Management block > Admin > Configuration > Learning Plan section > Enable curriculum expiration.
  1. First, activate curriculum expiration.
  2. Next, decide whether expiration will be calculated from the start of the student's enrollment in a class of a curriculum, or the date they complete the curriculum.
Curriculum Expiration settings

Example: if the expiration date is based on the date I student enrolls, then and a curriculum is set (in the curriculum settings) to expire in 1 year, then the student will have 1 year from the time of their enrollment before the curriculum expires.

If the date is set to 1 year from the time the student completes the curriculum, and a curriculum is set (in the curriculum settings) to expire in 1 year, then the student will have 1 year from the time they complete the curriculum before the curriculum expires.

Step 2: Set Curriculum Expiration Settings

Curriculum Expiration settings on the Edit tab of curriculum

For each curriculum you can set a different expiration date. For example if the curriculum administrator chooses 1y, 3m here, then 1 year and 3 months after the student enrolls or completes a curriculum (based on the setting in step 1), the curriculum expires.

Step 3, Set Curriculum Expiration Notification Settings.

If you setup Curriculum Expiration Notifications then students and optionally site administrators can be notified when when a student's curriculum is due to expire.

To set this up, click the Notifications link:
Notifications link in the Curriculum Administration block

Scroll down to the Curriculum Expiration Notification settings:
Curriculum expiration notifications
  1. Select "User" to notify the user who's curriculum is expiring. Select "Role with "curr_admin:notify_curriculumreccurence" capability to notify users who's site level roll has this capability when a student's curriculum is expiring.
  2. You can edit the notice here.
  3. Finally, you can set the number of days before the curriculum expires to send the notice. It's a good idea to tell students what they can do to renew their curriculum before it expires.
Curriculum Expiration on ELIS Reports:

Viewing Expiration on ELIS Reports:

Currently the Curriculum Expiration date is printed on three ELIS reports:
  • The Curriculum report
  • The Individual User report
  • and on the Curriculum Certificates (if you have Certificates enabled on your site)
When Curriculum Expiration is activated, then an "Expires" column is printed in the Curricula Report. To see this, run the Curricula Report:

Curriculum report filter

Above I've chosen a cluster to filter the results on, of course this is optional.

When the report is run, an "Expires" column is printed:

Curriculum report with expiration data

This shows when the Curriculum will expire for all curricula that have an expiration date.

Individual User Report:
On the Individual Users Report, the expiration is also printed.

When a student views their user report:
User access to Individual User report

They can see the expiration dates for curricula they are enrolled in:

User 's view of their Individual User report

On this report, the user can see that their Curriculum expires on June 24, 2012.

Certificate:

When a user views a certificate for a curriculum with an expiration date:

User link to curriculum certificate with Expiration information

They can view the expiration date on their Certificate:

User curriculum certificate

Certificates

The following steps will demonstrate how to setup a curriculum where users can receive a certificate:

1. Make sure certificates are enabled on the configuration screen. Go to the Program Administration block > Admin > Configuration > Certificates (see below).

2. The curriculum will need a course assigned to it.

3. When users complete the credit and/or courses for a curriculum, the certificate will become available to the student. If a curriculum does not have required credits, then students can complete it simply by completing the courses assigned to the curricula.

Certificate Configuration:
Certificates need to be enabled at the site level for them to be available to your users. 
Certificate Access
  1. To enable certificates, go to the Admin menu
  2. and click the Configuration link
  3. Make sure "Disable Certificates" is unchecked.
  4. As of ELIS 1.9, site admins can configure the certificate image - you can choose from a set of standard images, or create your own and upload them.
  5. You can also add a custom seal image - choose from the default list or create and upload your own.

The student can access the curriculum certificate by going to the Progress Reports block > Curriculum > Certificate List and then link to certificate that are available.

User certfificate list

The certificate will be printed out with the user's name, curriculum name, and date of completion. If Curriculum Expiration is used, the expiration date for the certificate will also be displayed.

Curriculum certificate

Default custom images:
In the example below, the site admin has chosen the "Fancy1-blue" border and the "logo" seal image.
custom image selection

When the student views their certificate with these settings they will see the selected border and logo. These changes are immediate, if you select new files in the Certificate Configuration, all students who view their certificates online from that point forward will see the new images.

An example certificate

Adding your own images:

The new certificate functionality in ELIS 1.9 enables you to customize your certificate by adding your own images for borders and seals. You can add more border images by uploading them to your moodledata directory under the directory curriculum/pix/certificate/borders/, and add seal images by uploading them to your moodledata directory under the directory curriculum/pix/certificate/seals/.

The images need to be same size as the default images to render correctly in the pdf, so it is a good idea to download an existing image for border or seal, and then use that as a template.

Prerequisite and Corequisites

ELIS courses can have prerequisites or corequisites. If a course has a prerequisite, the prerequisite must be completed before the course can be enrolled in.

To add a prerequisite, go to the curriculum and click on the courses icon. In the course list for the curriculum click the Key icon to set prerequisites.

Prerequisite icon

The prerequisites screen shows you a list of courses that can be added as prerequisites. You can add courses from both inside and outside the current curriculum. If you add a course from outside the curriculum, the course can be added to the curriculum so that students can find it.

Adding a course prerequisite

To add a prerequisite to your course, select the course and click "Add prerequisite" - you can select multiple courses here by control-clicking.

To remove a prerequisite from your course, click a course or control-click courses in the the "Existing Course Prerequisites" list and click "Remove prerequisites".

Select the "Add prerequisites to curriculum" checkbox to add courses outside the curriculum to the curriculum.

When you are done, click Exit to return to the previous screen.

Managing Curriculum Users

You can add and remove users from a curriculum using the new batch user management interface as described below.

Users tab of a curriculum

First, select the users icon from the list of curricula or go into a curricula and select the "Users" tab. Then select the Unassigned link located below the tabs.
Unassigned link on the Users tab of a curriculum
  1. The filter interface lets use find users by searching for them, enter the text you want to search for in the search boxes. Click "Show Advanced" to search by custom profile fields, etc. Click the "Add filter" button to run your search.
  2. We can select all these users, or just some of them.
Assigning users to a curriculum
  1. Select users
  2. And click the "Assign" button - this will add these users to the curriculum.
Assigned link on Users tab of a curriculum

To view users who are currently in the curriculum, click the "Assigned" link in
the ELIS curriculum "Users" tab.

Unassigning a user from a curriculum

To remove users:
  1. select the users assigned to the curriculum,
  2. and click the "Unassign" button.
This function lets you find users who are assigned or not assigned to a curriculum quickly. However the number of users you can act on is currently limited by the page size (this is because WebBrowsers have performance issues when trying to display very large numbers of items). If you need to add or remove 1000s or 10,000s of users, you may want to try Data Hub, which enables batch operations on ELIS courses, classes, users, and curricula via a CSV file.

Setting up Tracks

Once you have setup courses and added them to a curriculum, the next step in using ELIS is to setup tracks. A track is an instance of a curriculum, each track must be associated to a curriculum. The classes of a track, in most cases, will be the same as the curriculum's courses.

To setup tracks go to the Curriculum Administration block and select the Curriculum folder, Manage Tracks link, then the "Add track" button.

Add Track button

Adding a track:
  1. Select what curriculum the track is an instance of, this is a required field. The curriculum the track is an instance of can not be changed once the track is created. If a curriculum is deleted then the tracks associated to it will also be deleted.
  2. Enter an id number and name for the track. Classes in the track will use the id number as part of the class id number.
  3. Track start and end dates are for informational purposes only, they don't affect the start or end dates of the classes.
  4. Select the auto-create checkbox to automatically create an ELIS class for each course of the curriculum the track is an instance of. If you don't use the auto-create classes feature when creating the track, the option will still be available after the track is created. There will be an "Auto-create classes" button when viewing the classes tab of a track.
  5. Custom track fields - These are added in the Curriculum Administration block > Admin > Custom Fields > Tracks tab.
Adding a track

Notes for auto-created classes:
  • The start and end dates for auto-created classes will be disabled. For users to be able to manually enroll themselves in classes, the end date needs to be a date later than the current date, or it needs to be disabled.
  • Auto-creating an ELIS class will automatically create a Moodle course that is linked to the ELIS class. If you want to link multiple ELIS classes to one Moodle course you should not use the auto-create feature. You should create the ELIS class/classes, link each class to the appropriate Moodle course, then add the ELIS class/classes to the track.
  • Auto-created classes are assigned an id number that is a combination of the course and track id numbers. The names of auto-created classes will be the course name and the class id number together.
  • When auto-creating classes you may see this message - "WARNING!!! The code you are using is OLDER than the version that made these databases!" This is a normal debugging message and does not indicate an error.


Managing Tracks


Once the track has been created, we recommend setting up the class/classes before adding users to the track. If auto-create was used for a class/classes of the track, be sure to set the maximum number of students for each class if there is a class enrollment limit. Auto-created classes have the maximum number of students set to zero by default, if set to zero there will be no class enrollment limit. Also check the auto-enroll setting for each class. The next image shows where to locate those settings.

If you're not using the auto-create feature, create the class/classes and then add the class/classes to the track before adding users. Use the Add... drop down menu located at the bottom of the classes screen to add classes. Only classes that are instances of courses in the curriculum the track is an instance of can be added here. If all available classes are added to the track, the add classes drop down menu will no longer be available. A message will be displayed in its place "All available items assigned."

The next image shows the Classes tab of the track we created above. The class listed here is the auto-created class. The track is an instance of a one course curriculum so only one class was created.

Adding/editing classes of the track:
Classes tab of a track

If users are added to the track before the auto-enroll settings for the classes are set, users can still be auto-enrolled. Select the pencil icon shown in the previous image and there is an "Enroll all users in this track now" button. Select this button and all users in the track will be enrolled in the class, if they were not enrolled already. If the class is full, the user/users will be placed on the waitlist. User/users that have not completed a prerequisite course for the class will not be added to the class or waitlist until the prerequisite has been completed.

Once the class or classes are setup properly it's time to add users to the track. Users can be added to the track by clusters or individually.

The next image is showing the Clusters tab of the track. Use the Add... drop down menu located at the bottom of the screen to add clusters.

Adding clusters to a track:
Associating a cluster to a track

After selecting a cluster a screen appears with auto-enroll settings.

Choosing auto-enroll settings for cluster track association

The next image shows the Users tab of the track. The users here were added by the ACME Software cluster above. To add users individually to the track select the Assign users link shown at the bottom of the next image. A new window will appear with users that can be added to the track.

Adding users to a track:
Assign users link on the Users tab of track

If users are added to a track, they are added to the curriculum that the track is an instance of. In ELIS 1.9.1 and prior versions, if a user was enrolled in a track with ELIS Data Hub they were not auto-enrolled in the curriculum the track is an instance of. This issue is fixed is ELIS 1.9.2, users enrolled in a track with ELIS Data Hub are auto-enrolled in the curriculum the track is an instance of.

If users are added to a class only, they must be added to the track (or curriculum) manually.

The next image is showing the Classes tab of the track again. When the cluster above was added to the track, the users of that cluster were automatically enrolled in the classes of the track because the classes were set to auto-enroll. In the image, only 3 of the 7 users are enrolled in the second and third class of the track. This is because in the curriculum the track is an instance of, the first course is a prerequisite of the second and third courses and only 3 users have completed the first course.

Classes tab of track

The table in the previous image, the track classes screen, is intended to show the track settings/data for the class. The Enrollments column shows users enrolled in the class and the track. In the image this is now seven because seven users have been added to the track and first class. If users are just added to the class, not the track, they will not be represented in the enrollments column. The waitlist uses actual class enrollment, not the data in the Enrollments column on the classes screen, to determine when to put users on the waitlist.

Waitlisting - If more users are added to the class then seats are available in the class, then the users will be added to the waitlist. Users being added to the waitlist in a group are added in alphabetical order. Users are added to the class from the waitlist in the order they were added to the waitlist. In ELIS 1.8.3, if you want to auto-enroll users in the class from the waitlist as enrolled users complete the class, select the 'Auto-enroll users from waitlist' checkbox. The checkbox is located on the bottom of the creating/editing class screens.

Prerequisites - If users have not completed a prerequisite course for a class, then they will have to complete the prerequisite before being added to a class or waitlist for a class.

Using tracks to auto-enroll

Tracks are the mechanism in ELIS to auto-enroll users.

In order to use ELIS to auto-enroll users, you need to follow these steps:

1. Create courses in ELIS.

2. Create a curriculum and add courses to it.

3. Create a new track from that curriculum. If you enable auto-create, the track will create the classes.
Create track page

4. Set the classes to auto-enroll in the track.
Classes tab of track
When classes are auto-created by ELIS, the maximum number of students for the class is set to zero by default. If set to zero, there will be no limit to the amount of users enrolled to the class. Be sure to set the maximum number of students for the class if there is a class limit. Select the class link, shown on the left side of the previous image, to go to the manage class screen and edit the maximum number of students for the class.

Select the pencil icon, shown on the right side of the previous image, to edit the auto-enroll settings. The screen in the following image will appear. Use the (1)checkbox to adjust the auto-enroll settings for the class.

Class auto-enroll setting

If you added users to the track before the class/classes were set to auto-enroll, you can use the (2)"Enroll all users from this track now" button.

Select it and all users assigned to the track will be enrolled in the class, if they were not already enrolled. If the class is full, the user/users will be placed on the waitlist.

If the user/users have not completed a prerequisite course for the class, they will not be added to the class or waitlist until the prerequisite has been completed.

5. Assign a user/users to the track. Users can be assigned individually or by clusters. The following image is showing the clusters tab of the track, I added a cluster to the track using the Add drop down menu.
Clusters tab of track

After selecting the cluster a screen appears with auto-enroll settings for the cluster-track association.

Auto-enroll settings for track-cluster association

Users added to the track by the cluster:
Users tab of track

The cluster of users, that were added to the track in the previous image, were auto-enrolled in the first class of the track. The following image shows the updated view of the classes tab of the track. The cluster had seven users, those seven users were added to the first class.

The first class of the track is a prerequisite of the second and third classes. Once the first class is completed by users, they will be automatically enrolled in the second and third classes of the track. If there were no prerequisite for the second and third classes, the users would have been auto-enrolled in all three classes at once.

Classes tab of a track

Now all users who have PM1 set in their Project Management Level profile field will be added to the Project Management Level One cluster, the PM-L1-T1 track, and if seats are available, auto-enrolled in the first class of the track.

This is a powerful feature, however, it can be a bit tricky to set all this up the first time.


Setting up Classes

Classes are instances of courses that are linked to a track. Classes may be stand-alone, face to face classes, Moodle classes, or classes in a different LMSsystem.


Creating Classes


Classes can be auto-created from a track or created manually. To create classes go to the Curriculum Administration block > Curriculum > Manage Classes and select the "Add Class" button.

The class start date/time and end date/time can be disabled on the adding class page. Both will be disabled by default. The class start and end day can also be set via the "Default Class Settings", shown at the bottom of this page.

Create class in ELIS 1.8.7
ELIS Classes can be linked to Moodle courses in two ways: Template or Link.

If you select the template option, ELIS will automatically create a new Moodle course and link it to your ELIS Class - the students in the ELIS class will see all the content and activities that were in the Moodle course. When classes are auto-created by a track they automatically create a new Moodle course from the template.

If you link it to the Moodle course instead, then the ELIS Class will be linked to the Moodle course - if one ELIS Class is linked to one Moodle course, then the enrollments from the Moodle course will be synched to the ELIS class. If more than one ELIS Class are linked to the same Moodle course, then enrollments in the ELIS Classes will be kept separate. This model is a good one to reduce the number of Moodle courses on your site - often this is known as "cross listing".

The 'Auto enroll from waitlist' feature enables users from the waitlist to be auto enrolled in the class as seats become available.


Managing Classes


The Manage Classes page shows a good deal of information about the class - with links to view and edit various parameters.

Manage classes page


Default Class Settings


Default class settings can be set for each new class created. The settings will be set this way to start each add class screen, the settings can always be adjusted when adding/editing the class. The following image is showing the default class settings. Go to the Curriculum Administration block and select Admin > Default Class settings.

Default Class Settings:
Default class settings

The start time and end time for the class can not be disabled here but the add class screen starts with the time fields disabled. So the times shown here in the default screen will not matter unless they are enabled on the add class screen.

Linking Classes to Moodle Courses

ELIS Classes can be linked to Moodle courses in two ways: Template or Link.

If you select the template option, ELIS will automatically create a new Moodle course and link it to your ELIS Class - the students in the ELIS class will see all the content and activities that were in the Moodle course.

If you link it to the Moodle course instead, then the ELIS Class will be linked to the Moodle course.

Users enrolled in an ELIS class linked to a Moodle course will be automatically enrolled in the Moodle course.

Enrollment synchronization from the Moodle course to the ELIS class/classes depends on how many classes are linked to the course.
  • If one ELIS Class is linked to one Moodle course, then the enrollments from the Moodle course will be synched to the ELIS class.
  • If multiple ELIS classes are linked to the same Moodle course, then enrollments in the ELIS classes will be kept separate.
Linking multiple ELIS classes to one Moodle course is a good model to reduce the number of Moodle courses on your site - often this is known as "cross listing"- but you will then need to use ELIS functions (Tracks/Clusters, IP, or 'manual' to add users to the ELIS classes.

Linking ELIS class to a Moodle course


Enrollments Tab

The Enrollments tab enables you to perform various batch operations (such as set completion status, set enrollment & completion time, change or update the status, and edit grades/credits.

The following image is showing the enrollments tab of a course. This page is mostly for display purposes, to edit user records or add users to the class you will link to additional screens:

Enrollments tab of class

  1. In ELIS 1.8.8+, for easy access to enrolled users, the user's ID Number's are linked to their ELIS profile page, and their names are linked to their Moodle profile page (denoted by the Moodle logo).
  2. The "Bulk Edit" button at the bottom of the Enrollments page is a very powerful tool that lets you batch update a number of parameters as described below.
  3. The "Enroll Student" button enables you to batch enroll students into a class.
  4. The pencil icon lets you edit user records, completion elements can be edited from here along with the information shown on the enrollments page.
  5. Delete users from the class with this icon.

Bulk Edit Screen


The Bulk Edit screen is shown in the next image. Descriptions for the entries on this screen are below.

Class bulk edit screen

Unenroll: Select the unenroll checkbox of users you want to unenroll from the class. Use the "Select All" checkbox if you want all users selected.

ID Number and Name: These entries can not changed from this screen.

Enrollment Time and Completion Time: Use the drop down menus to enter the enrollment time and completion time of users.

Status: Use the drop down menu to set the status of users to not completed, failed, or passed. For face to face classes it is especially helpful to be able to globally set the completion status of a user.

Grade: Enter users grade.

Credits: Enter users credits.

Locked: This is especially helpful to set a time when the records are closed from editing or changing from within an LMS based class, etc. The locked feature should be turned on if the user has passed the class or if you want to manually enter user records for the class. If you don't lock the record, then the record may be changed by the cron. That is the purpose of the "locked" field – to indicate that the field should not be touched by the cron.

Be sure to select the Save Changes button, located at the bottom left hand side of the bulk edit user list, when finished with editing.


Enroll Student Screen


The Enroll Student screen is similar to the Bulk Edit screen, except the main feature here is enrolling users. Use the checkboxes on the far left column of this chart for enrolling users. Use the Select All checkbox to select all the available users that can be enrolled in this class.

All the entries on this screen (except id number and name) can be edited when enrolling users, only the enrollment time will be automatically set when users are enrolled.

Enroll Student screen

Note: System level student roles can interfere with class enrollments. Consider the following when adding users to the system level student role:
  1. If a user is assigned the student role at the system level they are automatically enrolled in Moodle courses on the site and can't be deleted from the courses.
  2. If a Moodle course is linked to an ELIS class, the users in the course are automatically enrolled in the ELIS class.
  3. Users in this system level student role will be automatically enrolled in all ELIS classes linked to Moodle courses on the site. Since these users can't be deleted from the Moodle course, they will always be automatically enrolled in ELIS classes linked to Moodle courses once the cron runs, even if they were previously deleted from the ELIS class.
System roles are located in the Site Administration block > Users > Permissions > Assign system roles.

Grading Completion Elements in ELIS/Moodle

Grading Completion Elements in ELIS


To record grades in ELIS for completion elements, go to the ELIS class enrollment screen and select the user's edit icon. You will link to a screen where completion elements can be graded for that user.

Enrollments tab of a class

The next image is showing the user's edit screen. This screen is intended to enter user data for the completion elements and the class.

The first section of the user's edit screen shows the user's class data in the same format as the bulk edit screen. Below that is a section to grade/lock the user's completion element for this course. To edit the completion element or class data for the user, make the changes to the user data, then select the Update Enrollment button located on the bottom left hand side of the screen.

Manually editing completion element grades

When entering completion element grades manually in ELIS, the class grade needs to be manually edited also. This is because ELIS does not calculate a class grade from the completion elements. To automatically calculate ELIS class grades, the Moodle course gradebook can be used.

ELIS class completion dates will continue to update until records are locked. If an ELIS class record isn't locked, the user's completion date will change each day to the current day when the cron runs. Because of this the user's ELIS class record should be locked when they have completed the class.

Note: Completion element grades entered in ELIS do not transfer to the linked activities, grade items, or grade categories in the Moodle course, but grades entered in the Moodle course will transfer to linked completion elements in ELIS.


Grading Completion Elements in Moodle


The Moodle course gradebook can be used to calculate the ELIS class grade if the completion elements are linked to activities, grade items, or grade categories in the Moodle gradebook and the grade is entered in the Moodle course. Grades entered in Moodle will be transferred to linked completion elements in ELIS when the cron runs.

Once the activity has been completed by the user or a grade is entered in the gradebook by the teacher/admin, the completion element it is linked to will become locked. If there is only one completion element for the course, the user grade for the class will be the same as the completion element.

To complete an activity the user must receive at least the completion grade. If the completion element the activity is linked to has a completion grade of 0, then the user's first score will be recorded and the completion element grade will become locked. If the activity grade is changed in Moodle at this point, it will not change the grade in ELIS. The completion element will need to be unlocked in ELIS before the user grade is updated. The middle of the next image has an example of the Locked checkbox for a completion element.

The class in this instance has a completion grade of 70, so the class status is still not complete and the record isn't locked for the class.

Unlocking locked completion elements

To update the grade in ELIS, the completion element will have to be unlocked first. If the user class grade was also locked, that will need to be unlocked. Once unlocked, the grade in ELIS will automatically update to the new grade entered in Moodle and lock the completion element again.

In the updated user edit screen below, the new grade has been entered for the class. The user received a 70 on the second attempt of the activity, so he/she has now completed the class and the record is locked again. The completion grade for the course is 70, so when the users grade updated to 70 for the completion element, they completed the course also.

Updating completion elements

In the previous image, the quiz linked to the completion element is set for 2 attempts. If the quiz is set for 1 attempt only, then the completion element grade will not update as shown in the next image. Just the grade for the course will update in this scenario, the quiz attempts would need to be increased for the completion element grade to update also.


Grading Multiple Completion Elements

If you have a course with multiple completion elements that have completion grades of 0, the class can be completed and the record can be locked on the first grade assigned to a completion element. We recommend assigning at least a completion grade of 1 to completion elements to avoid the class being completed before all the completion elements have been attempted.


Reports


If a completion element is linked to a Moodle activity, then the grade entered for the activity will be automatically entered for the completion element. If the completion element grade is edited in ELIS, the Moodle activity grade will still over ride the completion element grade in reports.

We recommend that users not use completion elements that are linked to Moodle activities if they plan to grade the completion elements in ELIS. If completion elements are linked to Moodle activities, the grade should be entered in the Moodle course.

Completion Elements and Course Grades In practice:

In the screens above you can see an important point about ELIS - the user has a completion element grade of 50 and a final course grade of 70. Why is the course grade different from the completion element grade? If you had a second completion element grade of 25 points, how would that affect the final course grade?

This is a trick question, the answer is 'there is no way to know without knowing how the course grade is being calculated in the Moodle gradebook'. This is because ELIS is a reporting system, not a grading system. There is no relationship in ELIS between the sum or average of the completion elements and the final course grade. The calculations for the final course grade are all made by the Moodle gradebook, and reported to ELIS. ELIS stores these reports, and indeed locks these reports, for archiving and reporting purposes.

FAQ for Completion Elements:

I updated a user's grade on a completion element, why do they still show the same grade in ELIS?

The completion grade for an item is the grade a user received when she/he met the completion requirement in ELIS for that item. Thus if the minimum completion requirement for a Moodle quiz is 50 points, and Sally gets 55 points, that becomes her completion grade in ELIS, and the grade is locked. If she later retakes the quiz and gets a 75, the ELIS record is still locked at 55. If you want the updated score to show on her transcript, you would need to unlock her score in ELIS for the Completion Element linked to that quiz, and then wait for the reporting system to update (which occurs every 5 minutes in ELIS 1.8).

For this reason, it is best to link completion elements to summative assessments - ones that students/learners complete to show the sum of the knowledge they have gained in a topic.

Using Completion Grades in ELIS/Moodle

ELIS classes can also use the Moodle course gradebook to calculate grades and class completion without using completion elements. For this to work the grades need to be entered in the Moodle course/gradebook and the ELIS class must be linked to the Moodle course.

Grades entered in the Moodle gradebook will transfer to the the linked ELIS class when the cron runs. If the ELIS course/class has no completion grade the user also completes the class, the completion date is set, and the record is locked. If the ELIS course/class has a completion grade, the user must have at least the completion grade in the Moodle course to complete the linked ELIS class and lock the record.

Locking the record stops the synchronization between the Moodle course and the ELIS class. Once the ELIS class record is locked it will no longer be updated by the Moodle course. To allow the Moodle course to update a locked record, unlock the record and it will update when the cron runs.

ELIS class completion dates will continue to update until records are locked. If an ELIS class record isn't locked, the user's completion date will change each day to the current day when the cron runs. Because of this the user's ELIS class record should be locked when they have completed the class.


Moodle Course Gradebook Settings


It is important to check the gradebook settings of the template course when using a completion grade without completion elements - make sure that the aggregation settings are correct. Moodle's default setting: "Aggregate only non-empty grades" causes the issue in the image below.

The course can be completed by finishing the first activity in the course. Once the course is completed, the ELIS class linked to it will be completed when the cron runs. If there is only one activity being used to determine the class grade and class completion then this is not an issue.

Moodle gradebook

The next two images show a simple way to fix this issue by turning off "Aggregate only non-empty grades". To do this select the edit icon for course grades as shown in the next image (the name of the course is 3 Activities). You can also go to Categories and items page and there is a similar edit icon there.

Moodle gradebook

Go to the grade category section shown in the following image, if you don't see this section you may need to select the "Show Advanced" button. Make sure "Aggregate only non-empty grades" is deselected.

Moodle gradebook settings

This will result in the course total being correctly divided by the number of activities.

Moodle gradebook with updated grade

One still has to be careful with course totals and for more complex courses gradebook calculations or hiding the the course total until after the completion date should be used to avoid early course completion.

The ELIS course completion grade can also be used to avoid early course completion. In the example above, if the linked ELIS course has a completion grade of 70 there is no way for the user to complete the ELIS class before they finish all 3 activities in the Moodle course. The maximum grade a user could have after finishing two activities is 67.

Wait Listing

The ELIS Waitlist:


ELIS enables you to set enrollment limits for ELIS classes - by setting the Max # of students. The Waitlist feature enables you to keep track of students who wanted to enroll in the class after it was full. If you use this feature, students on the waitlist will be automatically enrolled in the class when currently enrolled students are removed from the class. The system also provides an option to enroll students from the waitlist when currently enrolled students pass or fail the class.

Setting maximum number of students on manage class screen


Waitlist for ELIS Administrators


From an administrator's point of view, ELIS will warn you if you are trying to manually enroll users in a full class. You are then able to place the users on the wait list or over-enroll them into the class.

When you try to enroll students in a full class, you are presented with a screen with some options:
  1. Yes - Adds the user to the wait list
  2. No - User isn't enrolled or added to the waitlist
  3. Over Enroll - Enrolls the user is the class, overriding the max students setting.
Adding a user to the waitlist

Later, you can view the wait list, and see where students are.
Class wait list

If currently enrolled users are removed from the full class, then the users on the wait list are added automatically.

If an administrator increases the maximum number of students, in a course, then students on the wait list are automatically enrolled.

If a cluster of users is added to a track and auto-enrolled in classes with less seats available then users in the cluster, then students will be place on the wait list. When more than one user is added to the waitlist at a time, they are added in alphabetical order.

In ELIS 1.8.3, if you want to auto-enroll users in the class from the waitlist as enrolled users complete the class, select the 'Auto-enroll users from waitlist' checkbox. The checkbox is located on the bottom of the creating/editing class screens.

Waitlists for Students


The following images will demonstrate how students add themselves to the waitlist. To start I've logged in as a student and selected the (1)Curriculum Overview link as shown in the next image. For the course to show up in the user's Curriculum Overview screen the course must be assigned to a curriculum and the user must be assigned to the curriculum.
User's curriculum overview
When the student selects (2)Choose class from the image above, he/she will select from a list of available classes.

There is only one class in this instance.
Choose class screen

The student can see how many users are on the waitlist, and choose to put themselves on the waitlist by selecting the Enrol button.

Enroll in class wait list screen

The students can see the courses they are on the waitlist of by checking the "Waitlist Courses" link in the learning plan. They can see which (1)number on the waitlist they are, and (2)remove themselves from the waitlist.

User's wailist courses screen

When a spot in a class opens up, the first student on the waitlist is enrolled - and sent an email letting them know they now have a seat in the class.

User's updated Curriculum Overview screen:
User's curriculum overview screen

Limitations of Waitlisting:

As noted above, Wait listing is a function of ELIS Classes - for use when ELIS is used as the enrollment system. When enrollment is managed via ELIS, ELIS can set seat limits in ELIS classes and thus the associated Moodle courses with these limitations:

  1. If an multiple ELIS classes are linked to the same Moodle course, then the Moodle course with have enrollments from both ELIS Classes, and will not be limited by one ELIS class's seat limit.
  2. If students are enrolled via Moodle's internal enrollment methods, then ELIS can't limit the number of users in the Moodle class - ELIS can only manage seat limits in Moodle classes when ELIS is used as the enrollment system for the Moodle class.

Instructors

The Instructors tab of an ELIS class enables the assignment of instructors to the ELIS class. The instructor of the ELIS class may be synchronized to a Moodle course the class is linked to if these conditions apply:
  1. The ELIS Class is linked to only one Moodle course.
  2. A role is assigned as the Default Instructor Role in the ELIS Curriculum Administration block Configuration screen.

Role Assignment and Enrollment Synchronization

Instructors and students can be enrolled in ELIS classes by syncing roles to the student/instructor enrollments. There is an admin setting that must be enabled for this synchronization to work. To edit the setting go to the Program Administration block > Admin > Configuration > Enrollment role sync settings. The default setting is N/A.

Enrollment role sync settings
  1. Student role - For this example the Student role has been selected from the drop down menu. So if a user is assigned the student role for a class they will be automatically enrolled as a student in the class. If "Guest" were selected from the drop down menu then any user assigned the guest role for a class would be enrolled as a student. The users enrolled as students will be shown on the Enrollments tab of the class.
  2. Instructor role - The same applies to the instructor role. This is set to the Teacher role now. Any user assigned the teacher role in this class will be enrolled as an instructor. They will be shown on the Instructor tab.

Class Reports

There are two reports available from the Reports tab of a class:
  1. The Class Roster Report and
  2. The Class Completion Gas Gauge Report.
Select the Reports tab to open the screen with the report links.

Class Report tab

Select a report link to generate that report for the class.

Links to reports on the Report tab of a class

The Class Roster Report is shown in the next image. This report includes:
  1. The course name
  2. The class name
  3. A list of students enrolled in the class
  4. Icons which allow configuring, downloading, or scheduling the report. More information about the icons is at the bottom of this page.
Class Roster Report generated from Report tab of class

The Class Completion Gas Gauge Report is shown in the next image. This report includes:
  1. The class name
  2. Class completion totals in print format and gas gauge format
  3. A list of users with user data for class status, amount of completion elements completed, and class score.
Class Completion Gas Gauge Report generated from the report tab of a class

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report. This will link to the filter for Class Completion Gas Gauge reports, where this class will be pre-selected but a report for any class could be generated.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Information Elements

Information elements enable you to attach meta-data to your course(s) and or curricula.

Tags can be used to provide meta-organization/categorization for courses and curricula.

Information elements - tags

Environment Information Elements provide a means to categorize courses by their location or format (such as online, blended, face-to-face).

Information Elements - environments

ELIS from a Learners Perspective

Student/Learner level users in ELIS have a much simpler view of the system than the information and controls available to administrators.

Depending on how your site is configured, students will just see their own learning plan, which includes their courses, certificates (if they have earned any and you have enabled these on your site).

View of a user's progress reports block

Students can click on the links in the Learning Plan block to enter their courses, view their certificates, etc.


Learner Dashboard

The learner Dashboard provides students an overview of their courses by grouped by Learning Plan/Curriculum. New in ELIS 1.9 is the Archived Learning Plan tab. This tab provides an overview of assigned Learning Plans that have been archived by the Curriculum Administrator.

User's dashboard view

The Dashboard link is located in the Progress Report block.
  1. The user can select a tab for Current Learning Plans or Archived Learning Plans. Current Learning Plans are curricula the user is assigned to that are marked as current by the Curriculum Administrator. Archived Learning Plans are curricula the user is assigned to that have been marked as Archived by the Curriculum Administrator.
  2. Learning Plan - The curricula the learner is enrolled in. The first Learning plan in the image above is "Induction". "Induction" is a curriculum. The learner can click on the name of the Learning Plan to be taken to the Current Classes list of their Learning Plan.
  3. Class - each class within the curriculum the user is enrolled in. The learner can click on the class name to be taken to the the associated Moodle courses (if a Moodle course has been associated with the class).
  4. Score - current or completion score in the class.
  5. Completed - If no, the user has not met completion requirements for the class. If yes, the learner has met the completion requirements for the class.
  6. Date - the date the learner completed the class. If not complete, the date will read NA.

Auto-enrolled courses vs. self-enrolled courses.

In ELIS, the curriculum administrator can set up courses so that they are auto-enrolled or let the students choose their own classes from a list in their learning plan.

If a required course is set to be auto-enrolled by the curriculum administrator, then students who are in the curriculum will be automatically added to the first available class(es) of that curriculum which they meet all the pre-requisite and/or co-requisite requirements for.

If the available classes are full, learners then will be placed on the waitlist until a seat becomes available for them.

If classes are not set to be auto-enrolled, learners can choose a class or a list of classes from the courses of the curriculum to take. If a course has pre-requisites, then they will not be able to choose a class of that course until they have met the pre-requisite requirements.

View the next page on the "Learning Plan" to see how this looks from the learner's perspective.

Learning Plan

The Learning Plan folder can be accessed by students in the Progress Reports block. There are three sections in the Learning Plan folder:
  • The "current classes" screen shows classes that you are enrolled in. You can link to their classes from this screen.
  • The "curriculum overview" shows curriculum you are enrolled in along with the courses for the curriculum and the user status for each course. You can also enroll in classes from this screen.
  • The "waitlist courses" shows courses that you have been added to the waitlist for.
User's view of the learning plan folder:
User view of Learning Plan

Th next image shows a user's view of the Current Classes screen. The user is currently enrolled in 1 class. The user can link to the class by selecting "Moodle course" link in the Class column.

User view of Current Classes screen in the Learning Plan

The following image shows the users view of the Curriculum Overview screen. This screen displays all the curricula the user is enrolled in. If the user is enrolled in the track of a curriculum but not the curriculum it makes no difference, they are displayed the same on this page. In all the examples on this page the user is enrolled in the curricula, not tracks.

This user is enrolled in 3 curricula. Enrolling users in curricula will allow them to choose which instances of the classes of the curricula they will enroll in. They will be able to choose from all available classes. If users are enrolling themselves in classes, the Curriculum Overview screen is where they will choose their classes.

If auto-enroll is going to be used, it would be best to add users to a track of a curriculum. Users won't have the option of enrolling themselves in classes when they are just added to the track, and tracks can be used to auto-enroll users in classes.

User curriculum overview in Learning Plan

In the following image the user selected a Choose Class link from the Curriculum Overview screen, which opens a screen with all available instances of classes that user can enroll in. Selecting the Choose link next to a class will open a confirmation screen, where the user must confirm their class enrollment. If classes have a maximum number of users already enrolled, the user can choose to be added to the class waitlist.

Choosing a class from list

Pre-requisite courses

In ELIS courses can have prerequisites or co-requisites.
  • If a course has prerequisites, the prerequisite course must be completed before the course can be enrolled in.
  • If a course has a corequisite, the learner must enroll in both courses at the same time.
This image shows a user's view of their Curriculum Overview screen. In the first curriculum the first course is a prerequisite of the second course. This user will not have the option to enroll in the second course until the first course is completed. If auto-enroll was being used for classes, then the user would be not auto-enrolled in the second class until the first is completed.

Curriculum Overview screen with prerequisite course example

Student view of Waitlist

When students enroll themselves in classes that are full they will be put on the class waitlist. This example will demonstrate a user enrolling in a class waitlist.

The following image shows the user's Curriculum Overview screen. They are selecting the Choose class link for the first class listed.

User's Curriculum Overview screen

A list of classes this user can enroll in appears. There is only one class in this example so the user will choose this class. If you scan to the right of the image there is a Class Size column that shows this class has the maximum number of users enrolled, 2/2.

User's choose class screen

The next image shows the confirmation screen the user will see before being added to the waitlist. The users are added to the waitlist by selecting the Enroll button.

When seats become available in the class, the users on the waitlist will be added to the class in the order they were added to the waitlist. This class doesn't have anyone on the waitlist so this user will be in the first position.

Note: Each class has a setting for enabling auto-enrolling users from the waitlist when spaces/seats become available in the class. If this setting is not enabled users will have to be manually added to the class from the waitlist by an administrator/teacher.

Confirm adding user to waitlist screen

Once the user selects the Enroll button they are added to the class waitlist. The user will receive an email and Moodle message which states: "You have been added to the waitlist for the class: (name of class)". The user will receive another email and Moodle message when they are removed from the waitlist and placed in the class.

The waitlisted course will show up on the user's Waitlist Courses screen and their Curriculum Overview screen. The next image is showing the user's Waitlist Courses screen. The user can also remove themselves from the waitlist here by selecting the delete icon (red circle), shown on the far right side of the next image. The column to the left of the delete column is showing the position the user has in the waitlist.

User's Waitlist Courses:
Waitlist Courses screen in Learning Plan

In the updated curriculum overview screen, the user can see they have been added to the waitlist.

User's Curriculum Overview:
Curriculum Overview screen

Individual User Reports

All the users in ELIS can generate an Individual User Report or an Individual Course Progress Report. When users select the Individual User Report link an Individual User Report filter will appear with the user's name pre-selected. Selecting the Show Report button will generate the report, an example report is shown below.

An Individual Course Progress Report can also be generated by selecting that link, an example of that report is below.

Individual user report link accessed by user

Individual User Report:
User generated Individual User Report

Individual Course Progress Report:
User generated Individual Course Progress Report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically without needed to go back to the report parameters by clicking the "Refresh" button located at the bottom center of the report page.

Table Sorting

To demonstrate the table sorting feature we'll look at a table showing the users of a cluster. When we open the users list, the users are sorted by their names in alphabetical order as shown in the first image.

Sorting users by name

To sort the users using one of the other columns select the column header. All of the columns can be used to sort users in this table. If you are using a different table and are not sure if a column can be used for sorting, mouse over the column header and it will light up if it has a sorting function.

In the next image the ID Number column is being used to sort the users.

Sorting user by id number

You can reverse the sort order by selecting the column header again. The arrow next to the column sorting the table will be pointing up when the column is sorting in reverse order.

Sorting users by id number


Reporting

ELIS 1.9 includes 15 standard php-written reports. These reports are designed to be fast, exportable, and to cover many organizations' reporting needs.

The standard reports in ELIS 1.9 include:
  • Curriculum Reports
    • Curricula Report
  • Course Reports
    • Course Completion Gas Gauge
    • Sitewide Course Completion Report
  • Class Reports
    • Class Completion Gas Gauge
    • Class Roster Report
  • Organization/Cluster Reports
    • Course Completion by Cluster Report
  • User Reports
    • Individual Course Progress Report
    • Individual User Report
  • Administrative Reports
    • Course Progress Summary Report
    • Course Usage Summary Report
    • New Registrants by Course Report
    • New Registrants by Student Report
    • Non-Starter Report
    • Sitewide Time Summary
    • Sitewide Transcript Report

Course Progress Summary Report sample:

Course Progress Summary report sample image.

The new ELIS Reports engine supports translation via Moodle's standard translation tools, fine grained control of who can see what on the reports via ELIS roles, and Moodle's theme engine.

Site usage summary report with the corporate/competency manager language pack:

Site usage with corporate lang pack

Roles & Reports

ELIS 1.9 provides curriculum administrators a method to manage who can view and schedule reports by the context in which a role is assigned.
ELIS 1.9 enables ELIS Administrators to setup roles that give the user the ability to view or view/schedule report data filtered by the context of where the role is assigned. For example, the capability to view reports can be added to a "cluster supervisor-type" role that is assigned at the cluster context. The supervisor can then filter reports by his/her clusters only.

To create a new role go to the Site Administration block > Users > Permissions > Define roles. Scroll to the bottom of the page and select the "Add a new role" button and follow the steps below:
  • Enter a name: View Reports
  • Enter a shortname: viewreports
  • In the Permissions section, scroll to the ELIS Report permissions and allow the permission "View ELIS reports - block/php_report:view".
  • Scroll to the bottom of the page a select the "Add a new role" button.

In the image below, we are assigning the role called "View Reports" in the US Division cluster. The user who is assigned this role will be able to view reports for users in his/her cluster. This process can be followed in any ELIS context (curriculum, course, class, track, cluster).
1. Curriculum Administration > Users > Manage Clusters.
2. Choose name of cluster where the role should be assigned.
3. Select the Roles tab.
4. Select the role (ie, View Reports) that should be assigned.
5. Select user and assign role.

Assigning a role in an ELIS context image.


The following is a table that provides details on a role capability and what that capability will allow in each context.

Role Capability

Context Assigned

Result -- User can view and/or schedule the following reports

block/php_report:view

curriculum

1. Course Completion Gas Gauge—user can filter report by courses in assigned curriculum only.

2. Individual Course Progress Report- user can generate report for self only

3. Site-wide Course Completion Report— user can filter for courses in the assigned curriculum only.

4. Class Completion Gas Gauge - user can filter by courses/classes in the assigned curriculum only.

5. Class Roster Report – user can filter for course/class within assigned curriculum only.

6. Individual User Report — user can generate report for self-only.

7. Course progress Summary Report — user can filter for assigned curriculum only. Choosing "All curriculum or no filter" generates a report for assigned curriculum data only.

8. Course Usage Report — user can filter for assigned curriculum only. Choosing "All curriculum or no filter" generates a report for assigned curriculum data only.

9. New Registrants by Course - user can filter for assigned curriculum only. Choosing "All curriculum" generates a report for assigned curriculum data only.

block/php_report:schedule
curriculum
User can schedule all reports with filters as outlined above, except for the Individual Course Progress Report, Individual User Report, and Course Usage Report. To schedule the "Individual" reports you must be assigned schedule permission in a user, cluster, or site context. The Report Usage Report can not be scheduled.

block/php_report:view

course

1. Course Completion Gas Gauge - user can filter for only assigned course. If “any value” is selected, report is generated for assigned course only.

2. Individual course Progress Report — user can generate report for self only.

3. Sitewide Course Completion Report — user can filter for assigned courses or all courses. When choosing “all” report generates data for for assigned course only.

4. Class Completion report— user can filter for assigned course/class only.

5. Class Roster Report — user can filter for assigned course/class only.

6. Individual User Report - user can generate report for self only.

7. Course Progress Summary Report - user can filter for assigned course only. If "no filtering" or "All curriculum" is selected the reported is generated for assigned course(s) only.

8. New Registrant by Course Report - user can generate this report for assigned course(s) only.

block/php_report:schedule
course
User can schedule all reports with filters as outlined above, except for the Individual Course Progress Report and Individual User Report. To schedule the "Individual" reports you must be assigned schedule permission in a user, cluster, or site context.

block/php_report:view

track

1. Individual Course Progress Report - user can generate report for self only.

2. Class Completion Gas Gauge — user can filter report for class within assigned track only.

3. Class Roster Report — user can filter report for class within assigned track only.

4. Individual User Report — user can generate report for self only.

block/php_report:schedule track
User can schedule all reports with filters as outlined above, except for the Individual Course Progress Report and Individual User Report. To schedule the "Individual" reports you must be assigned schedule permission in a user, cluster, or site context.

block/php_report:view

class

1. Class Completion Gas Gauge — user can filter for assigned class only.

2. Class Roster Report — user can filter for assigned class only.

block/php_report:schedule class
User can schedule all reports with filters as outlined above.

block/php_report:view

cluster

1. Curricula Report — user can filter by assigned cluster or users within assigned cluster. If no filter is used, report generates data for cluster members of assigned cluster only.

2. Course Completion by Cluster Report -- user can filter by assigned cluster only.

3. Individual Course Progress Report — user can filter the report for users in assigned curriculum only.

4. Individual User Report – user can filter the report for users in the assigned curriculum only.

5. New Registrants by Student Report — user can filter by assigned cluster. If no cluster is chosen, the report generates data for users in the assigned cluster only.

6. Non-Starter Report — Running this report generates data for members of the assigned cluster who were not active in the time frame specified.

7. Sitewide Time Summary — user can filter by name of user or by assigned cluster. If no cluster is chosen, data is generated for assigned cluster members only. If a name is entered, only cluster members with that name will appear in report.

8. Sitewide Transcript Report -- user can filter by name of user or by assigned cluster. If no cluster is chosen, data is generated for assigned cluster members only. If a name is entered, only cluster members with that name will appear in report.

block/php_report:schedule cluster
User can schedule all reports with filters as outlined above.

block/php_report:view

site

1. Curricula Report — user can generate report for any or all curricula.

2. Course Completion by Cluster Report -- user can filter by assigned cluster only.

3. Course Completion by Cluster Report - user may select any cluster or no clusters for this report. If no cluster is selected, a report is generated for Course completion data for all clusters, by cluster.

4. Individual Course Progress Report — user can filter for any user on the site.

5. Sitewide Course Completion Report — user can filter for all courses or any one course on the site. All enrolled users on the site are included in the reports.

6. Class Completion Gas Gauge — user can select any course/class on the site.

7. Class Roster Report — user can select any course/class on the site.

8. Individual User Report — user may select any user on the site for this report.

9. Course Progress Summary Report — user can filter by any or all curricula and any or all clusters on site.

10. Course Usage Summary Report — user can filter by any or all curricula on the site.

11. New Registrants by Course Report — user can filter by any or all curricula on the site.

12. New Registrants by Student Report — user can filter for all or one cluster on the site.

13. Non-Starter Report — user can run this report for all users.

14. Sitewide Time Summary Report — user can filter by name or by any cluster on the site.

16. Sitewide Transcript Report — user can filter by name or run the report for all users on the site.

block/php_report:schedule site
User can schedule all reports with filters as outlined above, except for the Course Usage Report. The Report Usage Report can not be scheduled.


To give a user permission to view reports only, is only necessary to set the "block/php_report:view" capability to allow. However, if a user should be able to schedule reports both the "block/php_report:view" and "block/php_report:schedule" capabilities should be set to allow. The "block/php_report: schedule" capability does not function when set to allow without the "view" capability as well.

In the table above the word "assigned" refers to the specific curriculum, course, class, track, or cluster in which the user has been assigned the role which includes the "view" and/or "schedule" capability. The role is assigned via the Roles tab of that curriculum, course, etc.

Scheduling Reports

ELIS reports can be scheduled to run at future dates and intervals and automatically emailed to selected users. To schedule ELIS reports navigate to the Program Administration block > Reports > Schedule Reports. A screen appears with all of the ELIS reports grouped by type. Each report name is linked so users can click on on the report to view the report. To the right of each report is a schedule icon that links to the jobs (schedule) screen for each report.

Scheduling Reports screens can be reached via the report itself and via the Reports Block, as well.

Schedule reports link and screen

The next image shows the scheduling screen for the curricula report selected in the previous image. From this screen you can select existing jobs (scheduled reports) and run/copy/delete the jobs with the options in the drop down menu. Select the New job button to schedule new jobs.

Jobs screen for curricula reports

Explanation of Schedule Report table and actions:
  1. Current scheduled jobs –
    • Label: User can select the job name to edit the job parameters.
    • Owner: The user who created the scheduled job.
    • Last Run at: Displays the time the job last ran.
    • Will run next at: Displays the next scheduled time for the job.
    • Modified: Displays when job was created or last edited.
    • With selected: enables users to select a job or jobs and perform one of the following actions:
    • Run selected job(s) now: runs the job at the current time.
    • Copy selected job(s): makes an exact copy of a selected job and names it "Current Name -- Copy 1".
    • Delete selected job(s): deletes the jobs that are selected. A confirmation screen will be displayed.
  2. Back to the report list: Select this button to return to the report list to scheduled a job for a different report.
  3. New job button: Select this button to open the scheduling interface to schedule a new job. This opens the schedule wizard, with six steps to complete the setup.

Step 1: Label and describe the report. The label field is the only required entry for this step.

Schedule job step 1

Step 2: Set the time when the report will run. The Recurrence field for this step has two options. The first option is simple recurrence, it has been selected in the following image. The Simple recurrence settings provide three options for setting when the report will run. Only one can be used per job.

Explanation of settings:
Time Zone: Select the time zone to be used for scheduling this report.
Start: Select whether the report job starts now (when the report setup is complete) or on a particular date.
Recurrence: Select either Simple Recurrence or Calendar Recurrence, both types of recurrence cannot be selected together.
Simple recurrence:
  • Once per day, forever (until options are changed or report is deleted) OR
  • Once per day, until a particular date OR
  • A set number of times
    • How often, i.e, number per hours, day, or month.
    • For example, a report might run 1 time every 7 days.
Simple Recurrence:
Schedule wizard step 2 simple view

Calendar recurrence:
  • End date: select the date when the report should stop running. Select Disable, for no end date.
  • Time: Use the drop downs to enter the time. The hours drop down uses a 24 hour format. For example, in the following image the time setting is 16:55 or 04:55 PM.
  • Days: select whether the report runs every day, only on specific week days, or specific month days.
    • If week days is selected, select which days.
    • If Month days is selected, enter a number for the day of the month the report should run. For example, 15 for the 15th.. If the report should run on more than one month day, enter day numbers separated by commas. For example, 1, 15 would run on the first and fifteenth day of each month.
  • Months: Select the months in which the report runs. For example, if the report is scheduled to run on January and July only, and the Month days is set to 15, then it runs on Jan 15 and July 15. If the report was set to run every Friday (in the Week Days) then it would run every Friday in July and January.

Calendar Recurrence:
Schedule wizard step 2 calendar recurrence view

Step 3: Set the report Parameters. The filters used for scheduling the report are the same as the filters used to manually run the report. The filter shown in the following image is for the Curricula Report, which has two fields in the standard filter and a Show Advanced button that will open additional fields.

Each report requires different parameters. For reports with several parameters you might want to test the parameters before scheduling the report.

Schedule wizard step 3

Step 4: Set the report output format. There are two options, PDF or CSV format. One choice is required.

Schedule wizard step 4

Step 5: Enter the email address of the user(s) that will receive the report. This field is required and a valid email address must be entered to continue. Separate multiple email addresses with a comma. An optional email message can also be entered.

Schedule wizard step 5

Step 6: Confirm the settings from the previous steps. This page produces a summary of the information entered in the previous five steps. Review the summary and then select the Finish button to complete the report schedule. If changes need to be made, select the Previous button.

Schedule wizard step 6

A report schedule confirmation is displayed after selecting the Finish button on the Confirmation screen.

Return to scheduled jobs link
The Return to scheduled jobs link, shown in previous image, will reopen the jobs screen for the curricula report. This screen shows all the scheduled jobs for this report, the job just added above is the second job in the list below. Select the report label (name) in the list to edit the report schedule.

Jobs screen for the curricula report

When the report is run the designated user(s) receives the report via email.


Curricula Reports

Curricula reports show individual user data for each curriculum the user/users are enrolled in.

Report Requirements


The curricula report requires that users be enrolled in curricula/tracks.


Report Filter


The standard filter has two fields:
  1. full name and
  2. organizations/clusters.
There is an Advanced filter button (3) in the upper right hand corner of the filter screen, which will open additional fields. The help icons next to each field explain how the filter works for that field. There are no required fields for this report filter. If no fields are selected for the report, curriculum data will be generated for all users on the site.

Curricula Reports parameters

Curricula Report


The next image shows the curricula report for the users selected in the report options. Below each students name is the list of curricula they are enrolled in. Next to each curriculum listed is the users data for the curriculum:
  • Credits Required - The amount of credits required for the curriculum.
  • Credits Completed - The amount of credits the user has completed for the curriculum.
  • Transfer Credits -
  • Completed - Date the user completed the curriculum.
  • Expired: Date when the user's completed status is expired for the curriculum.
Curricula report
Selecting a user name will link you to an individual user report for that user.

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.


Course Completion Gas Guage

The Course Completion Gas Gauge report shows the status of all users in a course. The gas gauge itself shows the percentage of students that have completed the course.

Report Requirements


This report requires completion elements in the ELIS course. If a course/class doesn't have completion elements, the class data will not be included in this report.


Report Filter


The report filter has two fields, Course and Inactive. Neither field is required. To generate a report for every course on the site leave the Course field set to "any value". To generate a report for a specific course, select one from the Course drop down menu. Inactive users, active users, or all users can be included in this report. To select all users, leave the Inactive field set to "any value".

Course completion gas gauge report filter

The next image shows a Course Completion Gas Gauge report. The report is showing the status of all the users in the course and the percentage of those students that have completed the course.

Explanation of report data:
  1. Class -- the class instance the learner is enrolled in.
  2. Status --refers to the learner's completion status in the course. If the learner has met completion requirements for the course, his/her status will be marked as complete.
  3. Student -- the indivdual learners enrolled in the course. Selecting the learner's name will run the learner's Individual User Report.
  4. % Complete --This is the percent of completion elements that have been completed by the learner.
  5. # Complete -- This number represents the number of completion elements in the course that have been completed by the learner.
  6. Score -- Learner's current total percent grade in the course.

Course completion gas gauge report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Site-wide Course Completion Report

The Site-wide Completion Report will show user status for each course on the site.

Report Requirements:

This report requires completion elements in the course to fully function - e.g. it will show the status as 'complete' if the ELIS completion grade is achieved, however showing 100% complete as in the images below requires at least one Completion Element to be setup.

Report Parameters:

This report has four parameters that can be configured.
  1. Select the course or all courses- One specific course can be chosen or all courses. Multi-select is not allowed.
  2. Should the report show the time users spent in the course? Select Yes if this data should be included in the report. Select No if it should not.
  3. Should the report show the user's total grade in the course? Select Yes if this data should be included in the report. Select No if it should not.
  4. Select a date range. Selecting a date range will pull course data for courses that were completed in the time-frame selected. To selected all completed courses after a date, enable only the "is after" date. To select all completed courses before a specific date, enable only the "is before" date. To select courses that were completed within a range of time, select both an "is after" and an "is before" date. If courses that have not been completed within the time specified should be included the report, select the "Never included" check box.

Site-wide course completion report parameters image.


The Report below shows a sample of a Site-Wide Course Completion Report.

Explanation of report data:
  1. Status--refers to the overall student status in the course. If the learner has met completion requirements for the course, his/her status will be marked as complete.
  2. # Required Completion Elements-- this is the number of completion elements in the course that are marked as required. A learner must complete all required completion elements to have a status of complete in the course. Note that in courses where there are required completion elements and a designated course completion score, both items must be met before the learner's status will show as complete.
  3. % Complete--This is the percent of required completion elements that have been completed by the learner.
  4. # Graded-- Number of graded completion elements in the course. If a learner has completed a completion element activity, but it has not been scored, it will not be included in the number shown in this column.
  5. Total # of Completion Elements-- This number represents the total number of completion elements in the course, both optional completion elements and required.
  6. Time Spent-- Number of hours the learner has spent in the course in the time frame designated.
  7. Total Grade-- Learner's current total percent grade in the course.
Sitewide course completion report


To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Class Completion Gas Gauge


Report Requirements

This report requires completion elements in the ELIS course. If a course/class doesn't have completion elements, the class data will not be included in this report.

Report Filter

The report filter has three fields, Course, Class and and Inactive. To select a class, a course must be selected first, then the class drop down menu will appear. A class can then be selected. Inactive users, active users, or all users can be included in this report. To select all users, leave the Inactive field set to "any value".There are no required fields for this report.

Class completion gas gauge report filter


The next image shows a Class Completion Gas Gauge report. The report is showing the status of all the users this specific class and the percentage of those students that have completed the course.

Explanation of report data:
  1. Status --refers to the learner's completion status in the class. If the learner has met completion requirements for the class, his/her status will be marked as complete.
  2. Student -- the individual learners enrolled in the course. Selecting the learner's name will run the learner's Individual User Report.
  3. % Complete --This is the percent of completion elements that have been completed by the learner.
  4. # Complete -- This number represents the number of completion elements in the class that have been completed by the learner.
  5. Score -- Learner's current total percent score in the class.

Class completion gas gauge report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Class Roster Report

The Class Roster Report shows enrolled users in an ELIS class along with the user's email address from his/her Moodle profile. This report is particularly useful to instructors of classroom/face-to-face classes.


Report Requirements

There are no requirements for this report.


Report Filter

The Class Roster report filter has two fields, Course and Class. To select a class, a course must be selected first, then the class drop down menu will appear. There are no required fields for the report filter.

Class Roster report filter

The image below shows a sample Class Roster report.

Explanation of report data:
  1. Student -- user enrolled in the class. Selecting a user name will link you to an individual user report for that user.
  2. Email -- email address from user's Moodle profile.
Class Roster report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Course Completion by Cluster



Report Requirements


This report requires that users of a cluster are enrolled in a course. The report filters users by cluster and generates course/class data for that cluster. The courses must have completion elements for the report to fully function.


Report Filter


Selecting clusters/sub-clusters: There are two ways to select a cluster.
  1. To select an individual cluster or sub-cluster, use the "any value" button and select the cluster from the menu of choices. this will select one cluster only to display data from - it will not show data from sub-clusters of the selected cluster.
  2. To select an entire organizational cluster or multiple clusters, select the "Enable Tree" button. This will open a cluster menu tree where clusters can be selected, multiple clusters can be selected by their checkboxes for each report. Selecting an organizational cluster will create a report for all clusters of the organization. Using the cluster tree enables you to see data from sub-clusters of parent clusters on one report.  If a parent cluster is selected -sub-clusters will be automatically selected. 
Next the completion status is selected. There are two checkbox selections here, show completed courses or incomplete courses. One or both of these can be selected for each report.

The optional information includes data that is provided for each user.
  1. Curriculum: This displays the courses by curriculum. Each user will have a list of courses under their name, if this is selected then the courses will be listed under their assigned curriculum.
  2. Status: Completed, Incomplete. If "completed" is selected, only users who have completed the class will be included in the report. If "incomplete" is selected, only users who have the incomplete status in a class will be included in the report. If left to default, all users -complete or incomplete- will be included in the report. This status is based on the enrollment status of the user in the ELIS class enrollments page.
  3. Completion: If selected, this will display the completion element column in the report.
  4. Cluster Leader Role: All roles on the Moodle site will appear in this drop-down. The role selected here will determine the names of the users who will appear on the report as Cluster leaders for each cluster. To be listed the user must be assigned Cluster Leader for the cluster and assigned the selected Moodle role.


Course completion by cluster report filter 1

Course completion by cluster report filter 2


Below is a sample Course Completion by Cluster report.

Courses included in a curriculum will be listed together under the curriculum name. All non-curriculum courses will be listed together at the beginning of the report.

Explanation of report data:
  • User ID: idnumber of the user.
  • User Name: First and Last name of the user.
  • Curriculum: Name of the curriculum the user is enrolled in, or "Non Curriculum Courses" if the course is not associated with a curriculum.
  • Course: Name of the ELIS course that the ELIS class belongs to in which the user is in.
  • Required: If "Yes" is displayed, the ELIS course is a required course in the curriculum. If "No" is displayed the ELIS course is not a required course in the curriculum. If the record is being displayed as a part of the "Non-Curriculum Courses" section, N/A will be displayed.
  • Class: idnumber of the ELIS class.
  • Completed: This is based on the enrollment status of the user within the class.
    • If enrollment status is automatically generated then this will show as Completed or Not completed.
    • If enrollment status is manually marked then within the ELIS class enrollments page, this will show pass, failed, or incomplete.

  • Current Grade: the user's current total grade int he class.
    • If no grade has been assigned yet, a value of 0 will be displayed.
    • Moodle grade changes will be reflected on the report up until the sufficient grade is reached, at which point the record is locked and the grade will no longer be updated.
  • Completion Elements Completed: The number of completion elements satisfied out of number of completion elements defined in the ELIS course. If no completion elements are defined, "0/0" is displayed.
Course completion by cluster report


To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Individual Course Progress Report

The Individual Course Progress reports allows administrators and individual users see an overview of how they are progressing in their ELIS courses. By default this is one of two reports that can be viewed by authenticated users about their own learning programs.

Report Requirements

A user must be enrolled in or have completed an ELIS class.
If completion elements are not used in an ELIS course, the following data will not be displayed for the course:
  • Progress
  • Completed Items
  • Pretest
  • Post-test

Report Filters
There is one filter for this report that must be selected. There is also one data option that can be added to the report, if needed.
  1. User: Select the user for report data. Only one user can be selected.
  2. Add another course field to the list: If there are custom course fields that have been added to the ELIS course configuration page, these custom fields can be added to the report data.

Individual course progress report filter

Explanation of Report Data
  • Student: Student name.
  • ID: User ID number.
  • Email: Student email address from Moodle user profile.
  • Reg. Date: Date user account was created.
  • Cluster(s): Clusters user is assigned to, if any.
  • Date: Date report was generated.
  • Course: Enrolled or Completed ELIS course name.
  • Class ID: Enrolled or Completed ELIS class ID number.
  • Progress: Number of completion elements completed. If course has no completion elements, N/A will be displayed in the progress bar.
  • Completed items: Number of completion elements completed out of number available. If course has no completion elements, N/A will be displayed in the progress bar.
  • Start Date: Date user was enrolled in the course.
  • End Date: Date the user completed the course.
  • Pretest Score: If a pretest is used in the course, percent score displayed. If no pretest in course, N/A displayed.
  • Post-test Score: If a post-test is used in the course, percent score displayed. If no post-test in course, N/A displayed.
  • Discussion Posts: Number of discussion posts the user has made in the Moodle course.
  • Resources Accessed: Number of Moodle course resources accessed by the user.

Individual course progress report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Note: Individual Course Progress Reports can be generated for inactive users.

Individual User Report

The Individual User Report displays pertinent curriculum and course completion information about an individual learner.

Report Requirements


A user must be enrolled or have been enrolled in an ELIS course for data to be displayed for this report.

Report Filter


User is the only entry for this report. A user must be selected.

Individual user report filter

The report shows general user information at the top of the report. This includes the user id, name, email, and their original registration date. Registration date is the date the user account was created.

Next, the report shows the name of each curriculum the user is assigned to, followed by user data for each class within the curriculum that the user is currently enrolled in, and for classes the user is required to take but is not enrolled in yet. If a class does not belong to a curriculum, it will be listed under "non-curricula courses".

The user information shown in the report is:
  • User ID- Their ELIS ID number
  • First name: the user's first name
  • Last name: their last name
  • Email: the user's email address
  • Registration Date: the date their account was created in ELIS


The class information shown in the report is:
  • Course ID: ELIS course ID number.
  • Course Name: ELIS course name.
  • Class ID: ELIS class ID number.
  • Credits: Number of credits earned for the course. A number will only be displayed if the original course was assigned credits during configuration and if the learner has completed the course.
  • Grade: User's current total grade in the class. If no score has been assigned yet, a value of "0" will be displayed. Moodle grade changes will be reflected on the report up until the required grade is reached, at which point the record is locked and the grade will no longer be updated.
  • Date Completed: The date the learner completed the ELIS course requirements.
  • Status: Current completion status in the course, Complete, Incomplete, or Overdue. Complete displays for courses in which the user has meant all completion requirements. Incomplete displays for courses in which the user is enrolled, but has not completed all requirements for the course. Overdue status displays if a class has a designated end date and the user did not meet the course requirements by that date.
  • Completion Elements and Score: Completion element ID number (if course has completion elements) and score received by learner.

Example:
Individual User Report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Note: Individual User Reports can be generated for inactive users.

Configurable User Class Completion Report

This is a highly configurable set of two reports that was developed for Public Sector and corporate Compliance Programs. The configurations on the two reports can be used to create a number of 'ad-hoc' reports on user' status in curricula, courses, classes, and certification.

Custom fields from the above ELIS contexts can be filtered on and displayed on the report, as can user custom fields. The report output is also highly configurable.
UCCR Location
The first section of the report configuration is a set of filters you can use to drill down into your data.

The filters of this report enable you to limit the data shown on the report. For example if you filter by full name contains "Michael":

User Filter


Then the report will only show data for users who have 'michael' in their first name:
User Class Completion Report -Michael

On the report, you can click the user's name to view their ELIS profile. The Details link will show detailed data for that user in a new window:

UCCR-Details

  1. The details report opens in a new window
  2. By default, the report shows the courses and classes the selected user is enrolled in, the Environment, State Date, Completion Elements, their Status in the Classes, the Completion Date, and Credits Earned. Other fields can be added to these default fields as described below.
  3. Report data is cached to improve performance, you can use the Refresh button to update the report data.
Advanced User Filter:
Advanced button

The "Show Advanced" button will enable you to filter the report data by any user field, as well as custom user fields.

Advanced Filtering

For example, in the screen above, the Advanced Filters have been opened up, and we are filtering the report to show users with both 'michael' in their name, and the email domain 'rlgdocs.com' in their email address.

Results report

Thus the filters can be combined to narrow down the results set on the report.

Filtering by Cluster:

The UCCR report data can be filtered by Cluster as well. For example if we choose a cluster, we will only see data for users in that particular cluster.

UCCR Cluster Filter
  1. In this example only users who are members of the ACME Corporation cluster will be shown on the report.
  2. Enabling the Cluster Tree menu will enable you to add multiple clusters and/or sub-clusters to the report
Results for a cluster

The resulting report shows only the users who are in the ACME Corporation cluster, with the credits they have earned.

Using the Cluster Tree filter enables you to compare several clusters:
UCCR cluster filter

For instance this setting would show data for users in the ACME Demolition, and Dep A and Dep B sub-clusters.

Filtering by Curriculum:
The report can also be filtered by Curriculum, to show only those users who are enrolled in a particular Curriculum.
Curriculum Filtering
Clicking on a curriculum will and then running the report will filter on that curriculum. Double clicking on the selected curriculum will show only the courses of the curriculum in the Course selector. You can also filter the report to show only users enrolled in both the course and the curriculum, for example.

Filtering by Course
Likewise the report data can be filtered by course:
Course Report Filter
Double clicking the course name will show the classes of the course, and you can then click on a class to filter the report to show only the users in a single class.

Filtering by Complete Status
The User Class Completion Report can also be filtered by the status of the user. Currently there are 4 status values supported:

Status
Criteria
Passed
Shows only users who have passed an ELIS Class in the filtered data set. E.g. if you filter on a curriculum, this will show only users who have passed at least one class in the curriculum.The details report for a user will show which class(es) were passed.
Failed
Shows only users who are marked as having Failed the ELIS Class. E.g. if you filter on a curriculum, this will show only users who have failed at least one class in the curriculum. The details report for a user will show which class(es) were failed.
In Progress
If the ELIS Class has an associated Moodle Class, then users who have logged into the Moodle Class are considered to be 'In-Progress'. If the ELIS Class does not have an associated Moodle Class, then users who have been marked complete on at least one Completion Element (but who have not yet Passed or Failed the Class) are shown.
Not Started
For ELIS Classes that have linked Moodle Classes, this shows users who are enrolled in an ELIS Class with an associated Moodle Class but who have never logged into the Moodle Class. If an ELIS Class does not have a linked Moodle Class, then this shows users who are enrolled but who have not been marked complete on any Completion elements and who have neither Passed nor Failed the Class.


Custom Report Title
You can enter a custom report title each time you run the UCCR report or when you schedule a UCCR job
Configurable report title
The title you enter here will be displayed on the report:
UCCR Configured Report Title - ACME Compliance Report
Configuring Report Columns
The UCCR report enables to to configure which data columns are displayed on the output reports. Standard and custom ELIS user fields, curriculum fields, course fields, and class fields can be displayed on the report (Course and Class on the details report).

Selecting user fields to show on the report

For example, if we select the standard ELIS user fields City/Town and the Custom User field, Area, these will be shown on the report between the default fields and the credits.
Compliance report with user fields added
As we add other fields, the report will get wider. For example, in the report below we have added the standard field of the user's email address, and the custom field of the Manager's email address.
Report with Manager Email
Custom Curriculum Fields on the Report
Below the user fields configurator, are Curriculum fields which can be optionally placed on the report output.
Program fields on the UCCR report

Both standard Curriculum fields and custom Curriculum fields can be placed on the report output.

Ad hoc user report with custom fields

  1. Custom curriculum filed "Region One"
  2. The curriculum field - clicking it will open a new window with the curriculum info. (if the report viewer has permission to view the curriculum)- in this case the report has been filtered to contain data for only one curriculum
  3. Curriculum completion date - standard field displaying the date the learner competed the curriculum
  4. Certificate number - a unique number for each user.

Showing Multiple Curricula on the same report:

When a learner is enrolled in more than one curricula, and the report is not filtered to show only one curriculum, we need to show a line on the report for each curriculum a learner is enrolled in. For example, the report below is not filtered by curriculum, so it shows all the curriculum each learner is enrolled in.

A program report with multiple programs

  1. Because this learner is enrolled in 4 curricula, and the report is not filtered to show only one of them, all four are shown with a line for each curriculum.
  2. The learner's name is repeated (this is to make sure that data exports make sense), and each curriculum's fields (completion, expiration, etc.) are printed separately.
  3. The number of learners on the report is shown here.
  4. We only need to print 1 link to the Details report for each learner.
Details report with multiple Curricula:
When the details report is shown with multiple curricula, each curriculum is shown on the report with the courses and classes the learner is enrolled in. As above, this is done to keep the data clear when it is exported or viewed.
Details Report with multiple curricula

  1. This example learner is enrolled in 3 curricula, these are shown on the left (because curricula was selected in the details report output configurator).
  2. The curricula are listed each time there is a row for a course.
  3. Class details, credits earned, etc. each have their own row.

Custom fields on the Details Report:

Custom User fields on the Details Report

You can add some standard and any custom fields to the report output on the Details Report by selecting the fields in the Details Report Header Display configurator.

Details report with custom fields

Check the fields you would like displayed on the details report screen.


Details report with custom user fields

The user fields you have selected are printed in the report header.

Custom Curriculum Fields on the Details Report:

The Curriculum's name and custom fields can be added to the Details report as well as to the Summary report.

Custom Curriculum Fields on the Details Report

Check the Curriculum checkbox to add the Curriculum's name to the Details report.

Select Custom fields that you would like to show on the Details Report.

Custom Curriculum Fields on Details Report

  1. Curriculum name on the details report.
  2. Custom Curriculum field on the details report.

Displaying Class Role:

If this checkbox is selected then the role of the user in the Moodle course is displayed in the report.

Showing the role on the details report

When the checkbox is checked, if the user is a student or teacher (or any other role that is synchronized to Moodle) in the ELIS Class, the role is shown on the report:

Showing the user's role on the details report





Scheduling the UCCR

Scheduling the report

Scheduling the Configurable UCCR works the same way as scheduling other reports. Because it is so highly configurable, scheduled UCCR reports have many uses. Below we will walk through the steps of scheduling the UCCR report to deliver a weekly report showing students who are enrolled in a class but who have not started it yet.

Scheduling an Ad Hoc UCCR Report

For this particular report, I have also elected to show the curriculum, the learner's email, their manager's email, and their class role. In this case, I show their email on the report so that the Compliance Officer I will send the report to can email the learner's to find out why they have not started, and optionally email their manager to remind them.

The first step is to go to the Report Scheduling interface:
Starting the report scheduling process
Then click the scheduling icon next to the report's name.
Starting the schedule for the report
Click the New job button.
Starting a new reporting job
  1. Label the new report - this will help you find it later and serve as the subject line for the emailed report.
  2. Enter an optional description - this is just for your information, you will later have a chance to enter a message to go along with the emailed report.
  3. Click the Next button - this will save your entries and move you to the next step.
Setting when the report runs
  1. Set the start and recurrence parameters. I want this report to run every Monday, so I choose Calendar recurrence
  2. I set the report to run on Monday
  3. I choose all months, and click the Next button

Choose the class to report on

  1. There are many options on this screen for filtering data. Since I want to only show a single class on this report, I first double click the course - this shows the classes of the course.
  2. Then I click the Class (on a site with fewer classes it will work fine to simply click the ELIS Class - on sites with thousands of classes it helps to first select the course so you see only classes of that course.
  3. Finally, I want to see people on the report who are enrolled in the ELIS Class but who have not logged in to the linked Moodle course. SO I select the "Not Started" status value, which (since I already filtered the report to only show me data from this class) will list everyone on the report who has enrolled in the selected ELIS class but who has not logged in to the linked Moodle course.

Titling the new report job and selecting display parameters

Next I will enter a Report title and select the data to be included on the report. For this report, I'll select the user's email - so employees who show up on the report can be contacted. I will then scroll down and also select the Manager's Email (a custom field), and the Manager's name (also a custom field). This will let the Compliance Officer notify the employee's manager.

Of course you can select as many of the standard and/or custom fields as you need to for your report. Just note that if you do select the Curriculum field and do not filter on curriculum, you will see information for all the curricula your learners are in on the Excel report.

The Details report will not be emailed, so I will skip these fields and click Next.

Setting the report format

At step 4, select a format - there is only one format for the scheduled UCCR report - Excel/CSV (comma separated values) - however you still need to select it.

Setting who to send the report to

  1. This is the screen where we select the people to send the report to. Be careful here - when sent via email the report does not check data permissions the way it does when viewed in the ELIS interface - whoever you send this report to will see all the data on the report. You can send the report to multiple people by separating their email addresses with commas.
  2. You can enter an optional message - this message will appear in the email body of the report.

Click Next.

The last screen will show you the settings you have currently scheduled for your report.

The final report scheduling screen shows the parameters chosen and asks for confirmation

If these settings are correct, then click the Finish button at the bottom of the screen. If you need to change anything you can use the Previous button at the bottom of the screen, or click the section you need to go back to at the top of the screen. All settings will be saved.

After clicking Finish, you will see a confirmation that the report was successfully saved. Click the "Return to scheduled jobs" link to return to the Scheduled Jobs for the UCCR report overview screen.

Viewing scheduled jobs

You can add a new job now, or select a job and test run it, or copy it to get a jump start on creating a new, similar job.

Finally, I'll check my email to see if I got the report (I selected Run selected job now).

Viewing the report

Viewing the email, I can see the title, and the message.

Viewing the report in email

Click the CSV file to open it Excel or other office application (OpenOffice, etc.):

Viewing an emailed report in Excel


Course Progress Summary Report

The Course Progress Summary reports provides administrators with an overview of overall course progress toward completion.

Report Requirements

If a curriculum is selected for this report, a user must be
  1. enrolled in a class whose parent course is in that curriculum AND
  2. assigned to that curriculum (or Track)

Report Filters

  1. Select the curricula or all curricula: select a curriculum or leave set to default "No filtering" to include data for courses.
  2. Select the Organizations/Clusters to show or show all: select a cluster or leave to default "is any value" to included all users.
  3. Add another course fields to the list--selecting this phrase activates a pop-up window with the names of any ELIS course custom fields that have been added to your ELIS site. Select one at a time to bring custom fields data into the report. Image 2 shows the filter screen after two custom-fields have been selected.
  4. Show courses starting between these dates: select date range for course data generated in the report. Courses with users starting within this date range will be included in report data. If left to default, data will be included back to first users beginning in a course.

Image 1: Filter screen with "Add another course field to the list" selected.
Course Progress Summary Report parameters image.


Image 2: Filter screen after two course fields have been added to the filter.
Course progress summary report parameters with custom course fields added Image.

Explanation of Report Data
Image 3 below, shows the Course Progress Summary report with no course fields added to the filter. The report in Image 4 was generate with two course fields, pre-test and post-test, added as shown in Image 2 above.

  1. Curricula: If a curriculum was selected it will be shown here, otherwise "All" will be displayed. All ELIS course data will be included in the report data.
  2. Date Range of Report: The date range that was selected in the report filter. Data will be displayed for users who have began ELIS classes within this time frame.
  3. Organization/Cluster: The cluster that was selected in teh report filter. If no cluster was selected, all users data will be included in the report data.
  4. Courses in Report: Number of ELIS courses included in the report data.
  5. Course: Names of ELIS courses included in the report data.
  6. Progress: Visual display of the user overall progress toward completion in the report. Progress is determined by number of completion elements completed in the course. If there are no completion elements in a course, N/A will display.
  7. % Students Passing: the percent of students who's Moodle final grade is currently equal to or above the ELIS Course grade setting. If no ELIS course grade was entered in the ELIS course configuration screen, then N/A will display.

Image 3: Course Progress Summary with no course fields selected.
Course progress summary report image 3

Image 4: Course Progress Summary with course fields selected (pre-test and post-test).
Course progress summary report image 4

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

New Registrants Grouped by Course

The New Registrants Grouped by Course report creates a list of users who have newly registered for a course within a designated time frame. The new registrants will be listed under each course with their date of enrollment. If a course has no new registrants, it will not be listed in the report.

Report Requirements
A user must be newly registered in an ELIS course in the time frame designated (if any).
Courses must have newly registered learners to be listed within the report.

Report Filter
There are two filters for this report. Neither is required. If all defaults are used to the run the report, the report will show a list of all ELIS courses on the site with the enrollment dates for all enrollees.

  1. Select the curricula or choose all curricula: a specific curriculum may be chosen. If a curriculum is chosen all courses in the curriculum with newly registered user within the time frame selected (if any) will be included in the report.
  2. Select the date range for this report: There are three choices here that may be used in combination.
  • "is after" - users who have newly registered in a course(s) after this date.
  • "is before" - users who have newly registered in a course(s) before this date.
  • Never included -

New registrants grouped by course report filter

The next image shows the report generated from the report options above. The report displays the courses with new registrants within the date range. Below each course is a list of students who started the course during the selected date range.

Explanation of Report Data

Curriculum: Curriculum the course(s) are assigned to.
Course Name: ELIS course name.
Class ID: ELIS Class ID number.
Student Name: Name of learner newly registered in the class.
ID Number: User ID number.
Start Date: Date the learner was enrolled in the ELIS class.

New Registrants Grouped by Course report:
New registrants grouped by course report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

New Registrants Grouped by Student

The New Registrants Grouped by Student report creates a list of users who have newly registered for a course within a designated time frame. The data will be organized by student. For example, if a user has been enrolled in multiple courses in specified time frame, his or her name will appear followed by a listing of courses with dates of enrollment. If a user has not newly registered in a course in the specified time frame, the learner will not be listed in the report.

Report Requirements
A user must be newly registered in an ELIS course in the time frame designated (if any).

Report Filter
There are two filters for this report. Neither is required. If all defaults are used to the run the report, the report will show a list of all ELIS courses on the site with the enrollment dates for all enrollees.
  1. Select the date range for this report: There are three choices here that may be used in combination.
    • "is after" - users who have newly registered in a course(s) after this date.
    • "is before" - users who have newly registered in a course(s) before this date.
    • Never included -
  2. Select the organizational clusters to view: clusters may be chosen. If a cluster is chosen all users within the cluster who are newly registered in the time frame selected (if any) will be included in the report.
New registrants grouped by student report filter

The next image shows the report generated from the report options above. The report displays the users who have newly registered into ELIS classes within the date range. Below each user's name is a list of courses/classes they have enrolled in with the registration date.

Explanation of Report Data

Student Name: Name of learner newly registered.
User ID Number: User ID number.
Class ID: ELIS Class ID number.
Course Name: ELIS course name.
Start Date: Date the learner was enrolled in the ELIS class.

New Registrants Grouped by Course report:
New registrants grouped by student report

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper left hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Non-Starter Report

The Non-Starter report shows which users have had no activity in Moodle courses linked to ELIS classes during the time specified in the report options.

Example use of this report:
A Program Administrator needs to see if all the students who are supposed to be taking a classes or a program of classes are actually logging in to the classes and completing assignments, runs this report. This gives them a list of users who have not logged in during the dates the Program Administrator specified in the report settings, and the Program Administrator can now contact the students to see what is wrong.

The PA then schedules the report and has it emailed to her once/week automatically, so that she is always aware of students who are not active in their courses.

In conjunction with ELIS' roles system, this report can be used in a similar manner to let Managers know if their reports are attending classes, let parents know if their children are logging in, etc.

Report Requirements

A user must be enrolled as a "student" in the Moodle course.

A user must be enrolled in an ELIS class and have no activity in the course in the time frame specified to be included in this report. No activity is defined as:
  • No activity in the Moodle courses associated with the ELIS class OR
  • If the ELIS class is not associated with any Moodle course, then no Completion Elements marked as Complete OR
  • If no Completion Elements are defined in an ELIS Class AND it is not linked to a Moodle course, then N/A is shown on the report.
Report Filters:
Filtering the Absence Report
You can filter this report by user information and by date.
  1. Enter a name in the Full name filter to filter on a user's name. For example, you could enter Thompson to see all users who have Thompson in their name. Or you could enter "a" to see all users who have a in their name. A minor bug exist with the full name filter in ELIS 1.9 releases - when selecting the "is empty" filter, the report takes the last string/name that was ran in the report instead of the new string.
  2. The Date range will select the time period for the report. For example if you want to see all the users who have not logged in to their Moodle courses in the past week, you can set the date range here.
  • "is after"-- users who have no activity after this date.
  • "is before" -- users have no activity before this date.

If you click the "Show Advanced" button, you can see the full set of filters for filtering users. This filter includes both standard user information fields such as email address, city, country, etc. It also show and enable you to filter on custom user fields.

For example, when we press the "Show Avanced" button, we see a new list of fields we can filter the report by.

Filtering the absence report by City

  1. Press the Show Advanced to show the additional filter options. Press the Hide Advanced to hide them.
  2. You can filter the report by these fields - for example this will show all the users from Sarasota who were absent in the specified time frame.
Absence filter by city and date
The resulting report shows all the users who live in Sarasota, who were absent from Moodle between 1/27/2012 and the current date, and which classes they were absent from. Note that report will also indicate what filters were used (arrow).

Absense report showing filters
For example above we have added the custom User Profile field "Department" the report (arrow).


The report below show the Non-Starters report using the filters selected above. Learners are grouped by course. The date range selected in the filters is shown in the upper-center of the report.

Explanation of Report Data

Curriculum: Curriculum the course with users with no activity belongs to.
Course Name: ELIS course name.
Class ID: ELIS class with users with no activity.
Student Name: Name of users with no activity.
ID Number: User ID number of users with no activity.
Filters: This lists all the User Profile filters used on the report.

Configuration and Export:

Absense report configuration and export

  1. To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report. The report will 'remember' your previous values in the Advanced section, so if you are running a completly different reprot from your previous one, it is a good idea to click the "Reset Form" button - this will clear all previous settings.
  2. Clicking the PDF icon will export your current report in PDF format.
  3. Clicking the Excel icon will export your current report in Excel(CSV) format.
Scheduling Reporting Jobs:
Absense Report Scheduling

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report (arrow). For details on setting report parameters when scheduling reports, please see the report scheduling documentation.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Site Usage Summary Report

The Site Usage Summary report is a generalized summary report showing an administrator the status of all courses his/her role has access to. This report will give administrators an overall idea of how their system is being used.

Example use of this report:
A Program Administrator has overseen changes to content and/or the instructional design of the courses in a program, and now needs to see if these changes have lead to improvement in scores, engagement, time spent in courses, pre and post test scores, and overall scores.

The Program Administrator can run this report with the time frame before the changes were made, and then again covering the time frame of the changes, to see if the changes led to overall improvements.

Site usage summary report

Report Filters
  1. Select the curricula or all curricula - leave to No filtering for all courses in all curricula, or choose a curriculum to generate data from.
  2. Decide what the report should show: data items to be included in the report. Select as many as needed.
  3. Show courses starting between these dates - select the date range for courses to be included in the report data.
    • "is after" - include courses starting after this date.
    • "is before" - select courses starting before this date

Site usage summary report filter

The following image is of a report generated using the selections from the report filter shown above. This report contains data for all courses starting after January 1, 2011, with all data items included.

Explanation of Report Data

  • Course Usage Summary Report: Date selected in report option.
  • Total Courses in Progress: Total number of users who are enrolled in a course. For example, if there are 10 courses with 50 users enrolled and not completed, this number will be 500 courses.
  • Total Courses Completed: Number of users who have completed courses. For example, if there are 10 courses with 20 users in each course who have the status of complete, this number will be 200 courses.
  • Total Course Resources Accessed: Number of Moodle course resources that have been accessed (clicked on) by users. Each access user who has accessed a resources is equal to 1 resource. For example, if 20 users have each access 5 resources, this number will be 100 resources accessed.
  • Total Discussion Posts: The number of discussion posts, initial posts and replies, in all courses.
  • Total Assignments Grades: Total Moodle course assignments that have scores in the gradebook.
  • Average Pretest Scores: The average of the scores of ELIS Completion elements used as a pretest in all courses in the selection. The pretest is selected in the ELIS course configuration screen.
  • Average Post-test Scores: The average of the scores of ELIS Completion elements used as a post-test in all courses in the selection. The post-test is selected in the ELIS course configuration screen.
  • Average Hours Spent in Courses: Average number of hours spent in all courses included in the report.
  • Average Course Grades: Average ELIS course completion grades of users enrolled in courses included in the report.
  • Number of students in courses- number of students enrolled in all courses in the selection. If a student is enrolled in more than one course, they are counted as 1 for each course enrolled. For example, if student A is enrolled in 5 courses, he will be counted 5 times.
Site usage summary from a large site with many courses and users:

Site usage summary report for a large site

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

The Course Usage Summary Report cannot be scheduled or downloaded to a csv or pdf.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Site-Wide Time Summary Report

The Site-Wide Time Summary report generates a time summary report for a user or cluster of users. Dates can be entered to generate reports for specific date ranges. The report displays user data separately for each course, by user, or (depending on configuration), by week, or by month.

Report Filters


The following image show the report filters screen. There are no required entries for this report.

The "Show Advanced" button enables you to filter the report by any user fields, as well as custom user fields. The next image is showing the first couple entries for the advanced filter.

  1. Click the "Show Advanced" button to show the advanced filtering interface.
  2. You can filter both negatively and positively on the report.

Time summary paramenters


The standard filters for this report are as follows:
  1. Full name - filter for a specific user or search a group of users based on the drop-down menu selections.
  2. View users in this organizational clusters - a cluster can be selected to see a group of users by cluster.
  3. Select the Start Date and End Date for this report - set a date range to generate the report from. These options can be used together or individually.
    • "is after" - time summary for users after the selected date.
    • "is before" - time summary for users before the selected date.
    • Never included -
  4. Segment the report by: Should the report be segmented/grouped by weeks, months, years, or not at all?

Site-Wide Time Summary report filter

The first report example below was generated from the report options shown in the image above. No user or cluster was filtered for, therefore all users on the site were included. A date range of January 1, 2011 to June 28, 2011 was entered and the report was segmented by weeks (weekly totals with daily daily time counts).

The second report example was generated from the same report options above, except the segment option. This report was segmented using Months.

Explanation of Report Data:

  • Student Name - user.
  • Year- Calendar year data was generated from.
  • Course Name- name of courses student is enrolled in. Only courses in which the users have spent time during the specified time frame are included in the report.
  • Class ID number - ELIS class ID number.
  • Sun, Mon, Tues, Wed, Thurs, Fri, Sat - time spent each day in that ELIS class.
  • Total Time- time summary totals are given for each class each week and all the classes in each week.
The user times for this report are determined by the Moodle log. ELIS goes through the log for each user and determines the time difference between a user's log entries. If the difference is less than 5 minutes, then it considers that as being part of the same session and adds the time to the session. If the difference is more than 5 minutes, then it considers that as the end of a session and adds a time of 5 minutes to that session.

Image 1: Site-wide Time Summary Report segmented by week.
Site-Wide Time Summary report segmented by weeks

Image 2: Site-wide Time Summary Report segmented by month.
Site-Wide Time Summary report segmented by months

To change report options, click on the "Configure Parameters" icon located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" icon in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see: #top&chapterid=15471

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" icons located in the upper right hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Limitations of this report

Video, PDF, etc:

This report works by checking the Moodle logs as described above. Some student activities are not recorded by the Moodle logs, such as watching a video or reading a long Acrobat document, the time spent on these actions may not be recorded accurately.

SCORM:
How well the report works with SCORM objects will depend on the design of the SCORM object.

Some content authoring software like Captivate and Articulate, are designed to automatically call the API with every new page to which a user advances - this will be recorded by the Moodle log and work with the report, however if a user spends more than 5 minutes on a page in the SCORM, then the time may not be accurate. Other software may only call the API when a user begins the SCORM package and then again when the user ends the package. In the latter case, if the total time is more than 5 minutes, the time beyond 5 minutes would not beconsidered a part of the session and not counted by the Time Summary report. Slow Internet connections or a glitch in the Internet connection can also cause a failure to call the API.

Organizations that rely on the data contained in the SiteWide Time Summary report should take care in choosing a SCORM authoring tool and run a test module in Moodle before purchasing SCORM authoring software, as well as designing their SCORM objects to work well with the report.

Remote-Learner's expert Instructional Design team can assist with the decision as well as the course design.

Sitewide ELIS Transcript Report

The Site-wide Transcript Report shows a transcript report for every user in ELIS who is enrolled in an ELIS class.

Report Requirements

A user must be enrolled in an ELIS class.

Report Filters

There is only one standard filter option for this report. It is not required. If left to default, a report showing all users enrolled in ELIS classes will be generated. The "Show Advanced" button gives more advanced filtering options.
  1. Full name - a drop contains the following options to allow filtering for specific uses: contains, doesn't contain, is equal to, starts with, ends with, is empty.

Site-Wide Transcript report filter



Explanation of Report Data

The report includes the following information for each user:
  • ID Number - User ID number.
  • Course Name - All courses the user is enrolled in or has completed.
  • Class ID number - The class ID number for each class the user is enrolled in or for each class the user has completed.
  • Dates Offered - Dates entered for the class, for classes without dates N/A is displayed.
  • Grade - The current grade for each class.
  • Status - Pass, fail, or incomplete.
  • Credits - Credits earned for each class, if applicable.
  • Completed - The date each class is completed.

Site-wide Transcript Report:
Site-Wide Transcript report

To change report options, click on the "Configure Parameters" link located in the upper left hand corner of the report.

To schedule the report to run at specific time(s) in the future, select the "Schedule Reports" link in the upper right hand corner of the report. For details on setting report parameters when scheduling reports, please see: #top&chapterid=15471

The report can be exported in PDF or CSV format. To export the report, select either the "Download PDF" or "Download CSV" link located in the upper right hand corner of the report. The report will download locally to your computer.

Report data can be updated automatically, without needing to go back to the report parameters, by clicking the "Refresh" button located at the bottom center of the report page.

Reporting Engine Technical Details

ETL Cron Process:

To aid in delivering reports accurately and quickly, ELIS Reports builds a data warehouse of data from your Moodle/ELIS site.  The ETL Cron process is the tool that performs this function. ETL stands for "Extract, Transform, Load" - this describes what the cron process is doing - we extract data from your Moodle logs, ELIS and Moodle tables, etc. We transform this data into easily retrievable forms - for example for the time in course data we run an algorithm to estimate time spent, and load the results into the data warehouse. Finally, we load the extracted and transformed results into the data warehouse for retrieval by the ELIS Reports BI engine.

Technically the ELIS data warehouse is optimized for reading data, whereas many of the tables it pulls that data from are optimized for writing data. By extracting data from write optimized tables and loading it into read optimized tables in the data warehouse, we make the retrieval of the data much more efficient and rapid. This, along with the algorithmic processing described above, enables ELIS Reports to deliver very large recordset reports in a reasonable timeframe (see test results below for a ~50,000 user site on a Remote-Learner Level 4 cluster).

To avoid having the ETL process impact site performance, we process this data in small chunks. Every 5 minutes the process is initiated - however if the process detects the server is under heavy load from user activity or other processes, it will cancel itself, and check at the next 5 minute interval. This means that most processing is automatically done at times when your site is not under load from users or other processes. This optimization also means that processing on an active site is never really 'done' as there is always new data being delivered to the log tables by user activity. For example in the site below, out of ~5.7 million log records, there are 40 records remaining to be processed. 

This small number of unprocessed records won't greatly impact the accuracy of the reports. For example if a user is showing they have spent 40 hours on the site, and today they spend another hour, their 41st hour might not show up in reports until the ETL process has caught up with today's records. If you consistently see a high number (>200) in the 'remain to be processed', then you may need to have a larger server or more server resources assigned to your RHEV instance - contact your Remote-Learner sales representative to inquire about adding more resources to your server. A separate reporting server (dedicated only to running reports) may also be an option.

ELIS 1.9.1 has a new message that is displayed when the ETL process is in progress. The message will display the number of records processed and the number of records that remain to be processed. The following image is showing an example.

ETL process in progress warning


Reporting Engine Optimization:

The following data provides some rough numbers for performance changes in the PHP report engine between the ELIS 1.9.1 and 1.9.2 versions.

Some specific notes:

  • these numbers specifically reflect the performance related to running the Individual User and Individual Course Progress reports for a user with a small dataset, with about 50,000 users present on the site
  • memory usage numbers represent the "peak" usage within the execution
  • run times are measured using firebug, with the exception of the report export cases, which were measured through PHP
Scenario Description 
Memory Usage (1.9.1 code) 
Run Time (1.9.1 code) 
Memory Usage (1.9.2 code) 
Run Time (1.9.2 code) 
Comments
- Individual User Report - Click on report and view the parameters screen for the first time after logging in
183.7 MB 
35.2s (onload: 31.86s) 
88.7 MB
9.14s (onload: 20.38s)
- Individual Course Progress Report - Click on report and view the parameters screen for the first time after logging in183.9 MB 
36.68s (onload: 33.56s)88.7 MB
19.28s (onload: 21.44s)
- Individual User Report - Running the report for the RL Admin user
298.1 MB 
25.66s 
77.7 MB
5.58s
- Individual Course Progress Report - Running the report for the RL Admin user
297.2 MB 
24.81s77.8 MB
5.18s
- Individual User Report - Returning to the parameter screen after running the report
125.6 MB 
13.56s77.7 MB
6.21s
- Individual Course Progress Report - Returning to the parameter screen after running the report125.9 MB 
16.42s 
77.8 MB
17.15sThis is now slower because the report parameters are not cached 
- Individual User Report - Hitting the "Refresh" button 
164.3 MB 
20.13s 
18.7 MB
0.421s
- Individual Course Progress Report - Hitting the "Refresh" button
163.2 MB 
25.7s19.0 MB
0.414s
- Individual User Report - Sorting by first column
163.9 MB 
20.3s18.7 MB
0.531s 

- Individual Course Progress Report - Sorting by first column
163,7 MB 
25.48s19.0 MB
0.607s
- Individual User Report - CSV export
162.8 MB 
8.4809s19.6 MB
0.1761s
- Individual Course Progress Report - CSV Export
162.8 MB 
13.544819.7 MB
0.1699s
-Individual User Report - PDF Export
162.8 MB 
8.5597s20.2 MB
0.1872s
- Individual Course Progress Report - PDF Export
162.9 MB 
13.842820.4 MB
0.2033s

ELIS Data Hub

ELIS Data Hub overview:
ELIS' Curriculum Management component is a powerful system for managing student data, curriculum information, transcripts, learning paths and progress reports, however there are often times when users need to integrate with information from other systems such as SIS, EPR, HR, and Financial Record keeping systems and/or migrate data into ELIS from legacy systems. To facilitate this, Remote-Learner has built the Data Hub, a tool for 2 way communication of information between ELIS-Moodle, and other systems.

Note: ELIS Data Hub also provides a way to quickly setup and edit curricula, courses, tracks, and classes by uploading a formatted CSV file.

Data format(s):
The current (1.8) version of ELIS DH provides for import of CSV (comma separated values) files - a common format that can be easily created and/or edited in most data management tools (including Excel, OpenOffice, Access, etc.). Subsequent versions of DH may support XML files and WebServices.

If you are using Excel with a MacOS you may encounter errors when processing files with Data Hub. We recommend using OpenOffice with a MacOS if you encounter errors when processing files.

Data Categories:

User data- this is data about the user, that includes some or all of the information that goes in the user profiles in Moodle and ELIS. See below for a detailed description of the user data handling in ELIS DH.

Course data- this is data about curricula, course, track, and class properties that may be set by the data import. See below for a detailed description of these properties.

Enrollment properties- this is data about the enrollment status of a user - which classes the user is enrolled in, what their status is, what their role in the class is, the completion status for their courses, etc. See below for a detailed description of these properties.

Automating Data Import/Export:

ELIS Data Hub automatically imports files placed in it’s import folder every 5 mins and loads any new files that are placed there into ELIS. If your source data system (SIS/ERP/HRMS, etc.) can be setup to automatically export files, it can send them to the Data Hub target folder in various ways – for instance via SCP, shell scripts, etc.

Since source systems are all different, we can’t guarantee that a particular client system can be automated, but it if it can be set to automatically export CSV files, then it is generally a simple matter for the system's administrator to set it to automatically export those files to the ELIS DH target folder. Once that is done, ELIS will load the files every 5 minutes.

We work with clients to help their system administrators setup their systems on an hourly basis, if necessary (cost will depend on the specific system, how well documented it’s export functions are, etc).


New Data Hub Features for ELIS 1.8.8

1. Courses can be added to sub-categories and sub-categories can be automatically created via Data Hub Basic in ELIS 1.8.8.
  • The default column header for this entry will be "category". This is configurable in the Course property map.
  • The category and sub-category names are separated by a / in the csv file. For example, if your adding a course to the Spring 2011 category and the Math sub-category, enter "Spring 2011/Math".
  • Sub-categories in the file that don't exist on the site will be automatically created by the file. For example, if the file entry is "Spring 2011/Science", then the Science sub-category will be created if it hasn't been already.
2. Letter Grades are included in the export file. The "Letter" column on the far right hand side of the report has the letter grade for users.

3. Export tab: Custom profile fields can be added to the export report in ELIS 1.8.8 on the Export tab of Data Hub.

Export tab
  1. Select the Export tab to add/edit custom profile fields for the export report.
  2. Select the profile field that will be added to the export report and give the entry a column header. For Data Hub import files, the column header would be the custom profile field shortname by default, the shortname is being used in the examples here.
  3. Select the Add button to add the profile field to the export report.
  4. Once the profile field has been added to the report it can be deleted, its position in the list can be changed, or it can be edited. Selecting the edit icon for a profile field on this screen will give you 2 options, change the header name or changed the profile field. When editing a selection on this screen, select the Update button when finished.

ELIS Data Hub General Settings

Data Hub is added to the site as a block. The general settings for Data Hub are located on the Data Hub block configuration screen. ELIS Data Hub is accessed through the Program Administration block > Admin > Data hub link.

In ELIS 1.8.7 there is a new setting that enables using Data Hub Basic with ELIS. It is the last setting available on the Data Hub block configuration screen. If your using DH Basic with ELIS, the DH block will need to be added to the home page of the site for access. Once the DH block has been added to the site, it will only be visible when DH Basic is enabled.


General Settings


The Data Hub block configuration settings, shown in the images below, are located in the Site Administration block > Modules > Blocks > Data Hub.

The file locations will be setup by Remote-Learner during the installation process. You will need to know these file locations to access them on your server. The DH folder locations can be accessed via SFTP or SCP from your source server. These folders can not be accessed with a web browser.

Data Hub Block Configuration:
Data Hub block configuration
  1. Import file location: This is where files will be placed to be processed by Data Hub. The files placed here will be automatically processed every 30 minutes by default. Files can also be processed immediately by selecting the Save and Process button on the User, Course, and Enrollment tabs. Selecting the Import all button on the General tab will import all three files at once.
  2. Export file location: Export files are processed every 24 hours by default, this time can be changed by the "Export period" setting, see #8 below. Export files can be processed immediately by selecting the 'Export now' button on the General tab. If you don't want to have DH export any files, leave the Export file location field empty.
  3. Log file location: Location of all import and export log files - every time the batch file runs, a log will be written, describing in detail what actions were taken by the import script.
  4. Email notification: Enter the id numbers of users that should be emailed the log files. The system will then email log files to the email associated with the id number. Note that a user's id number must be the same as their username for the notifications to work. This will be fixed in Data Hub 2.0.
Data Hub block configuration screen
  1. Import period: Set the import frequency. An example of the time format is 3d, 4h, 50m. This would import files every 3 days, 4 hours , and 50 minutes.
  2. Create groups and groupings: Automatically create new groups in Moodle courses.
  3. Import date format: The are 3 import date formats, whichever format is selected here must be used in the import files.
    • M/D/Y - MM/DD/YY
    • D-M-Y - DD-MM-YY
    • Y.M.D. - YY.MM.DD
Data Hub block configuration screen
  1. Export period: Set the export frequency. An example of the time format is 3d, 4h, 50m. This would create an export file every 3 days, 4 hours , and 50 minutes.
  2. Unique export file names: This gives each export file a unique time stamp. If this is selected then each export will have a separate file name. If this isn't selected then the previous export file will be replaced when a new export file is processed.
  3. Include all historical data: If this is selected all the completion data for the site is included in the export report each time it is run. If this isn't selected, then only completion data since the last report is included.
  4. Disable cron: This will turn off the standard cron process for Data Hub - this will stop DH from processing files, so please makes sure Remote-Learner support confirms that the DH Cron is operational before this is activated.
Moodle relies on a timed procedure, know as the Moodle cron, to run many recurring tasks, such as sending notifications, forum posts, and messages, running reports such as ELIS reports and completion checking, and integration related batch processes such as LDAP synchronization. By default, Data Hub also uses the Moodle cron to process enrollment files. When these files exceed 40,000 lines of data, it may take too long to run, causing other operations to fail to run.

To address this issue for very large enrollment/user creation files, we implemented a separate system-level cron process to call the Data Hub processes by itself which will not impact the Moodle cron from running regularly.

If you need to run very large enrollment files, please open a support ticket to have the optional large file processing cron task setup for you - checking the box in the example above will not setup the DH cron for you, it will just disable the standard cron, meaning Data Hub will no longer run.

Remote-Learner support will have to configure your server to run the actual cron to process the Data Hub files. This also requires that your hosting level be at our Hosting Level 3, or above, or on our Red Hat Enterprise Virtual server system.

Data Hub block configuration screen
  1. Using DH Basic: This setting lets you switch between using Data Hub Basic and ELIS Data Hub. DH Basic is different than ELIS DH, refer to the DH Basic for ELIS documentation if using DH Basic with ELIS. It is located below the ELIS DH documentation in this book. The first difference you'll need to be aware of is DH Basic is accessed through the Data Hub block, while ELIS DH is accessed through the Program Administration block > Admin > Data Hub.

Accessing the Import, Export, and Log Folders Via SFTP

This page will demonstrate how to access the Data Hub import, export, and log folders via SFTP. There are two examples, one for Windows and one for MacOS.

Windows Access


WinSCP will be used to access the folders via SFTP in this example. The following link has a free WinSCP download, http://winscp.net/eng/index.php.

The WinSCP login screen is shown in the next image. To login and access the Data Hub file locations you will need to:
  1. Enter the host name or server address.
  2. Enter a username and password for accessing the Data Hub folders via SFTP. Remote-Learner will setup the username and password.
  3. Make sure SFTP is selected from the file protocol drop down menu.
WinSCP login screen

Once logged in the Data Hub folders must be located. Select the folder icon as shown in the following image to enter the file path in the Open Directory window.

WinSCP file path location

The file paths are located on the Data Hub block configuration screen. Go to Site Administration block > Modules > Data Hub. The file paths are setup by Remote-Learner.

Enter the file path in the open directory window.

WinSCP open directory window

The next screen is showing the import folder on the right hand side of the image. From this screen you can drag and drop files into the import folder. When files are dragged and dropped into the folder or out of the folder they will be copied to the new location.

WinSCP drag and drop


MacOS Access


Cyberduck will be used to access the folders via SFTP in this example. The following link has a free Cyberduck download, http://cyberduck.ch/.

The Cyberduck login screen is shown in the next image. To login and access the Data Hub file locations you will need to:
  1. Select the open connection plus (+) symbol.
  2. Make sure SFTP is selected from the file protocol drop down menu. This can be configured as the default setting.
  3. Enter the server address.
  4. Enter the username and password for accessing the Data Hub folders via SFTP. Remote-Learner staff will setup the username and password.
  5. Enter the file path. The file paths are located on the Data Hub block configuration screen. Go to Site Administration block > Modules > Data Hub. These file paths are setup by Remote-Learner staff.
Cyberduck login screen

Once the correct folder is opened files can copied to the folder location by dragging and dropping them into the folder. When files are dragged and dropped into the folder or out of the folder they will be copied to the new location. Files in the folders can also be copied to your local system by double clicking a file.

Cyberduck import folder

Accessing ELIS Data Hub

Accessing ELIS Data Hub


ELIS Data Hub is accessed through the Curriculum Administration block on the site home page. Go to the Curriculum Administration block > Admin > Data Hub. Data Hub opens on the general tab, select other tab to navigate DH.

Data Hub General tab


Import All


The 'Import all' button will import and process all three file types in the order they are displayed on the General tab - user, course, and then enrollments. For example, by importing all three file types at once you can:
  1. add users to the site,
  2. create courses, and
  3. enroll the users in the courses.
You'll want to create the files according to the documentation on the following pages. Be sure to enter the correct file names on the user, course, and enrollment tabs and save the changes before importing files.

Import files can be set to run automatically as frequently as every 5 minutes. Go to the Site Administration block > Modules > Blocks > Data Hub > Import period to edit these settings.

Data Hub import period settings

Note: When using the Import All button do not upload empty files to be processed, this will cause the subsequent files to be deleted without processing and won't produce an error message. For example, if you upload/process all three files but the user file was blank, then the course and enrollment files would be deleted without processing and the log file will show all 3 files processed successfully. To avoid this don't include empty files. In the example, if the user file was omitted from the import folder then there would be no error, the course and enrollment files would be processed successfully. This issue will be fixed in the Data Hub re-write, due to be released with ELIS 1.9.3.


Export Now


The 'Export now' button exports user data for courses in a CSV format. Export files can be set to run automatically as frequently as every 5 minutes. Go to the Site Administration block > Modules > Blocks > Data Hub > Export period to edit these settings.

Data Hub export period settings

All the CSV export files are stored in the Export file location, the file location is shown on the Data Hub block configuration screen.

Batch Importing Users

Users can be loaded into ELIS and Moodle via a CSV file. The name of the this file is indicated in the File name field, shown by #1 in the image below. This is configurable, for example if your record system's user export process produces a file called users.csv, or people.csv, you can type that name in the File name (1) field and save changes. Where values are the same in both ELIS and Moodle (for instance First Name) the values will be synchronized to Moodle when the user is enrolled in a Moodle course.

Currently ELIS Data Hub only supports csv files, however subsequent versions may support XML, webservices, etc. At present, you can only choose csv.

2. The user properties mapping table enables you to map the names of user properties from your export file to properties in ELIS DH.

User tab

The parameters that can be set or updated in the user import file:

ELIS Data Hub user property map

idnumber: The user's idnumber
username:
the username - a user logs in with
password:
This will create or update the user's password
firstname:
The user's firstname, as in Harry
lastname:
The user's lastname, as in Truman
mi:
The user's middle initial, as in S
email:
The user's email
email2: A second email if the user has one
address:
The user's address- as in 500 W. US Hwy. 24
address2:
The rest of a user's address - as in Apt. 1
city:
The user's city, as in Independence
state:
The user's state, as in MO
country:
The user's country
phone:
The user's phone #
phone2:
The user's second phone #
fax
The user's fax
postalcode
The user's postal code
birthdate:
The user's birthdate.
gender:
The user's gender
language
Currently the site default is used for this entry.
transfercredits:
Credits the user has earned in another system
comments:
Any comments about the user
notes:
Notes on the user
inactive
Enter 1 for inactive. Enter 0 for active. The default value for new users is active.
theme:
Set a theme for the user*, e.g., metal.
auth:
Enter an authentication type here. The example below this chart has more information.

Authentication (auth): Follow the steps below to find the value that should be entered for different authentications. This is not a required field, if a value is not entered then the default authentication will be used.
  1. Go to the Site Administration block > Users > Authentication > Manage Authentication.
  2. Mouse over (do not click) the Settings link of the authentication type, this will display the url shown by step 3.
  3. The end of the url displays the name that should be entered as a value in the csv file, the example is showing that "radius" should be entered for the Radius server authentication.
Manage authentication screen

The following list is showing the names of standard authentications and the entries that should be made for each authentication in the csv file.

Authentication Names CSV Entries
Manual accounts manual
No login nologin
Email-based self-registration email
Dummy authentication plugin for ELIS elis
Dummy authentication plugin for Mahara mahara
Moodle Network authentication mnet
Alfresco SSO alfrescosso
OpenID openid
CAS server cas
Curriculum Management System Authorization crlm
External database db
FirstClass server fc
IMAPserver imap
LDAP server ldap
NNTP server nntp
No authentication none
PAM (Pluggable Authentication Modules) pam
POP3 server pop3
Radius server radius
Shibboleth shibboleth


The required fields for importing user files are:
  1. idnumber
  2. username
  3. password
  4. firstname
  5. lastname
  6. email
  7. country
  8. execute/action - The available actions are add, update, and disable. Disable will delete users from ELIS and Moodle.


Data Hub Actions:
ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample report below illustrates this function:

Example of a ELIS Data Hub user file

In the image of the user file above:
  • Bob is being added to the site. The format for the phone number entered for Bob will be in the same as shown in the file. A "metal" theme is also set for this user, when this user logs in they will see that theme.
  • Lee is being added to the site. The format for the phone number entered for Lee will be the same as shown in the file. A "standard" theme has been set for this user.
  • Phil's profile is being updated. Phil is being marked as inactive, a "1" has been entered in the inactive column. "1" sets a user to inactive, and "0" sets the user to active.
  • Janet is being disabled. She will be deleted from ELIS and Moodle records.
When a user is disabled they are deleted from ELIS and Moodle.

To download the file in the example above, select this link.

The following list has a few examples of password entries:
  • changeme - if changeme is entered for the password, users will be forced to change their passwords when they access the site.
  • * - if * is used for the password, the user will be able to login with * regardless of password requirements.
  • no entry - if there are password requirements for the site, users with no entry for their password will not be added to the site.

A complete log of all actions is kept in the logs file, as well as (optionally) is emailed to an address or addresses each time the DH script runs.


* Requires that User themes are enabled in the Admin/Appearance settings of Moodle

Assigning Users to Clusters/Groups

Assigning Users to Clusters with User Files


Users can be automatically associated to a cluster by assigning users a value for an ELIS custom profile field via an ELIS Data Hub user file. The ELIS custom profile fields will be listed in the user property map located on the User tab of Data Hub.

To get started the profile field will need to be created in Moodle. Then a matching profile field needs to be created in ELIS. ELIS user custom profile fields are always created from Moodle profile fields. To create or edit ELIS user profile fields go to the Curriculum Administration block > Custom fields > User tab.

Go to the Moodle Synchronization section located at the bottom of the create/edit screen of the ELIS user profile field, you may have to select the Show Advanced button located on the right hand side of the page to view the Moodle Synchronization section. The ELIS user profile fields have to be set to "copy values to Moodle". When the users profile field value is added or updated via ELIS Data Hub, that value will be copied to the Moodle profile field. Clusters use the Moodle profile field to associate with users.

Profile field syncing between ELSI and Moodle

The following cluster is automatically associated with users who have their Math Level profile field set to Math4.

User association with a cluster

Once the profile field and cluster are setup the user file can be imported. The profile field shortname is used in the header of the file. This user is being assigned the Math4 menu option for this profile field, which will auto-associate he/she to the cluster above.

ELIS IP user file

Assigning users to clusters allows them to be automatically associated with ELIS curricula, tracks, classes, and Moodle courses. With the appropriate cluster settings set to allow as shown below, the cluster will also assign users to groups and create groups.


ELIS 1.8.7 Cluster/Group Review


The steps for creating groups in Moodle using clusters are at this link.

Batch Importing Course Info.

The Course tab is where you can edit the import parameters for 'course' information. Since you are using Data Hub with ELIS, you can also use this tab to set Curriculum, Track, Class, and ELIS Course properties. Currently only csv files are supported.

On the course properties mapping table, we can map the key names in DH to the names of values in the import file. The following properties can currently be set for ELIS course information on the Course properties mapping table. You only need to remap data entered here if your export file has different names in it, for instance if your legacy system used a field named 'courseid' instead of 'idnumber', then the correct field name would need to be entered in the properties map.

ELIS Data Hub Course tab


assignment:
This assigns the course to a curriculum. A course may be assigned to more than one curriculum by entering it in more than one row.
link:
This is the shortname of the Moodle course that should be used as a template for classes created off of the ELIS course.

The following two fields are not in the courses properties map shown above but are required for every course import file.

action: The available actions are create, update, and delete.
context:
Enter 'course' in the context field when importing course information. The context field is telling the system what is being added. The other available entries are class, track, and curr (curriculum). Note: Remember to use curr for 'curriculum'.

The required fields for courses are:
  1. execute/action
  2. context
  3. idnumber
  4. name
Note: Action should always be first, as shown in the example below.

Example:
A csv file with the following information in it is created in OpenOffice*:
Course file example

Select this link to download the file in the previous image.

Then we upload it to the ipload directory**:

Uploading a file to the import folder

Once the file is in place, the system will process it according to the settings in the Data Hub block configuration. If you want to process it right away, you can click the "Save and Process" button located on the Course tab of the ELIS DH interface. Make sure the file name on the Course tab matches the name of the file uploaded to the import folder.

Courses tab

Then scroll to the bottom of the page and select the Save and process button.

Save and process button

ELIS DH will report whether the file was successfully loaded.

Log file link

Select the log file link to view the log.

Log file

The log is also available in the iplog directory of your ELIS DH directory, if you have entered the usernames of users who should receive email notifications - the log will also be emailed to them.

Once the import has been run successfully, you can click the Manage Courses link and see the course or courses you have imported.

Manage Courses link and screen


*csv files can be created in many systems and by automated processes, we're just using OpenOffice as an example here.

** Shown is uploading via Cyberduck - any SFTP client will work, though, as will automated processes that write the file via SCP.

Batch Importing Class Info

On the class properties mapping table, you can set the class properties for your import. Because the course.csv file can create four different ELIS items - curricula, courses, tracks, and classes, the file mapping contains more information. This view is of the Course tab, class properties map.

ELIS Data Hub class property map


Class properties map:

Below the course properties map is the Class Properties mapping table.

The class properties that can be set or updated in the course.csv file.

idnumber: The class idnumber
startdate:
The start date of the class if it has one. The following date formats can be used MM/DD/YYYY or MM/DD/YY.
enddate:
The end date of the class if it has one.
duration:
The duration of the class if it has a duration
starttimehour:
The hour the class starts
starttimeminute:
The minute the class starts
endtimehour:
The hour the class stops
endtimeminute: The minute the class stops
maxstudent:
The seat limit/maximum number of students
enrol_from_waitlist:
Enroll users from the waitlist.
environmentid:
The environment id for the class
assignment:
ID number of the ELIS course the class is an instance of
link:
If the class is linked to a Moodle course, enter the shortname of the Moodle course here.
track:
The track the class is on
moodlecourseid:

autocreate: If the class is not linked to a Moodle course, and should create a new Moodle course, this should be set to yes. When auto-creating the Moodle course, Data Hub will use the template course identified in the ELIS course the class is an instance of.

Any of these parameters can be set or updated via the ELIS Data Hub import file.

The required fields for classes are:
  1. execute/action - The available actions are create, update, and delete.
  2. context - Enter "class" in the context field when importing class information.
  3. name - Enter "na" for the name. This field is required but it isn't an editable field in ELIS. The name of the class will be a combination of the course name the class is an instance of and the class id number.
  4. idnumber - Enter the id number of the new/existing class.
  5. assignment- Enter the idnumber of the ELIS course the class is an instance of.

Example:

A csv file with the following information in it is created in OpenOffice:

Example of a class file

Then we upload it to the import folder as we did for the previous file.

Once the file is in place, the system will process it on the cron task that runs every 5 minutes or we can click the "Save and process" button to have it run right away. The log will show if the file was imported properly.

You can click on the Manage Classes link then select the new class to view it.

Manage class page


Using Template Courses

ELIS Data Hub enables the creation of courses using Moodle courses as templates. A course template is an existing Moodle course - this course will be automatically backed up (without user data) and restored into each course that calls it as a template. A common use for this functionality is automatic course rollover - when a site administrator wants to create copies of a previous semester's courses for faculty to use in a new semester.

There are 3 requirements for creating a Moodle course from a template course using ELIS Data Hub:
  1. An existing Moodle course must be on the site
  2. An ELIS course/class file
  3. Uploading and processing the file.

Creating an ELIS Course and Class


The first step is to setup the file to create a ELIS course, the file will link the new ELIS course to the Moodle course. The Moodle template course shortname is entered in the "link" column for the ELIS course.

The required fields for creating the ELIS course are:
  • action - Enter create.
  • context - Enter course.
  • name - Enter the name of the new ELIS course.
  • idnumber - Enter the idnumber of the new ELIS course.
  • link - Enter the shortname of the template course.

Next we setup the class row of the file. The ELIS class will be used to auto create the Moodle course. It uses the template course for the ELIS course it is an instance of to determine which course to auto create. The "autocreate" field for the ELIS class is used to create a Moodle course from the template course.

The required fields for creating the ELIS class and auto-creating the Moodle course are:
  • action - Enter create.
  • context - Enter class.
  • assignment - Enter the id number of the ELIS course this class is an instance of.
  • name - Enter na (not available) for the class name because the name is not an editable field for ELIS classes. The name will be a combination of the ELIS course name and the class id number.
  • idnumber - Enter the idnumber of the new ELIS class.
  • autocreate - Enter yes or no to auto create a new Moodle course.

The link column for the class row can be used to link the ELIS class to an existing Moodle course. The autocreate field should be set to "no" if you want to link to an existing Moodle course.

Be sure that the course is listed before the class in the file.

Example file that is creating a course, class, and Moodle course

This file will create a new ELIS course, ELIS class, and Moodle course. The ELIS class and auto-created Moodle course will be linked.


Batch Import/Update of Track Information

Below are the Track properties you can set and/or update with Data Hub:

idnumber: The track idnumber.
name:
The name of the track.
description:
The description of the track if it has one.
startdate:
The startdate of the track.
enddate:
The date the track ends.
assignment
The curriculum the track is assigned to.
autocreate: Autocreate the classes of the track - a class for each course in the curriculum the track is assigned to. Enter 1 to autocreate classes and 0 or leave blank if classes won't be autocreated.

The names of these properties can be changed in the track properties mapping table below. For example if the backend system you are using Data Hub to integrate ELIS with calls the track "name" the "program instance" then you can enter "program instance" next to name below and save changes.

ELIS DH track properties map

The required fields for tracks are:
  1. idnumber
  2. name
  3. context - enter "track" for this required field.
  4. execute/action - The available actions are create, update, and delete.

Batch Import/Update of Curriculum Information

Below are the curriculum properties you can set and/or update with ELIS Data Hub:
idnumber: The curriculum id number.
name:
The name of the curriculum.
description:
The description of the curriculum if it has one.
reqcredits: The credits required to complete the curriculum.
timetocomplete:
The amount of time the user has to complete the curriculum.
frequency:
How often the curriculum is run.
priority: When a student is in more than one curriculum, the priority controls which is displayed first.

On the curriculum properties mapping table, you can set alternate names for the properties of the curriculum.

ELIS Data Hub curriculum property map

The required fields for curricula are:
  1. idnumber
  2. name
  3. context - Enter "curr" for this required field.
  4. execute/action - The available actions are create, update, and delete.

Example file:
Example of ELIS DH curriculum file

Select this link to download the csv file.

Batch Import of Enrollment Information

Enrollment in Moodle and ELIS is dependant on the context. If a user is enrolled as a student in a course, then they are give the role called 'student' - with permissions that are set for that role in Moodle's roles administration area, in the context of a course. A teacher could also be enrolled in a course - in this case they are given the role of teacher (with the permissions that are set for that role), in the context of a given course. In ELIS, we extend the roles concept to include ELIS Curricula, Courses, Tracks, and Classes, though users can not be assigned to roles on the ELIS roles tabs with ELIS Data Hub.

ELIS Data Hub enables you to enroll/unenroll student users and instructors in classes and tracks. The most common types of enrollment are for students or learners and teachers or instructors.

When assigning users to classes, you can configure ELIS to automatically assign the users to a role in the linked Moodle course as well. To set the roles go to the Curriculum Administration block > Admin > Configuration and then scroll to the "Enrollment role sync settings" section.
  1. In the example, any student user enrolled in any ELIS class will be automatically assigned the student role in the linked Moodle course.
  2. In the example, any instructor assigned to an ELIS class will be automatically assigned the teacher role in the linked Moodle course.
Enrollment sync setting


The properties that can be set via the enroll.csv file are listed below:

user_idnumber: The idnumber for the user - as the idnumber is the key identifier that all user data is tied to, you can't update it, only create it.

enrolmenttime: the time for the enrollment in question - e.g. if you are enrolling a user via the csv file, and need to set a different enrollment time than the current time.

completetime: The time/date that the user completed the curriculum - used when importing completion data from another system.

completestatusid: The completion status for the user - this can be set to 0,1,2, with 0 = incomplete, 1 = fail, and 2 = pass.

grade: The grade a user earned for the enrollment (if they earned one).

credits: The credits a user earned for the enrollment (if they earned any).

locked: Is the enrollment locked (if it is locked, then the grade can't be changed unless by administrator over ride). The values for this field are 0 for unlocked, and 1 for locked.

role: Enter the role the enrollment gives the specified user in the specified context (classes or tracks). Users can only be enrolled/unenrolled as student users and instructors, e.g., enter "student" or "instructor" for this field.

context: The context in which the enrollment occurs, e.g. user A is enrolled as an instructor in class B, etc.



The names of values in the enroll.csv file can be set in the Enrollment properties map table as below:

Data Hub Enrollment tab
  1. Enroll.csv is the name of the file.
  2. The names of the different properties can be set in the mapping table - for example if your system's data export calls a locked record a "frozen" record, you can map the Data Hub property "locked" to "frozen".

The required fields for enrollments are:
  • context
  • user_idnumber
  • role
  • execute/action - the available actions are enroll and unenroll.

Example file:
Sample enroll file for ELIS Data Hub

In the example above, 3 users are being enrolled and one user is being unenrolled. The first user is being enrolled as a student in a class, this assigns them to the Enrollments tab in the class. The second user is being unenrolled as a student in the same class. The third user is being enrolled as an instructor in the class, instructors are located on the Instructors tab of the class. The fourth user is being enrolled in a track, if the classes of the track are set to auto-enroll then the user will be enrolled in the classes of the track as well. Users assigned to tracks can be located on the Users tab.
  1. The 'enroll' action tells ELIS what you want to do with the user - enroll them or unenroll them. Use unenroll carefully, as it will remove all historical student data for the user from ELIS reports, etc.
  2. The username and idnumber tell ELIS which users to act on - these also are show in the log reports.
  3. The role is the Moodle shortname for the role you would like to give the user in the context.
  4. The context is a little complicated - there are 2 contexts you could enroll a user in: class and track. To tell ELIS the specific place you would like to put the user, you need to tell it first what kind of place, e.g. class or track and then tell it the idnumber of the specific class or track. To do this we put the type of context first, then an underscore, then the idnumber for the class or track.
Select this link to download the sample enrollment file shown above.



Importing and Processing files

Importing/Processing Data Hub Files

The 'Import file location', specified in the Data Hub block settings, is where the files should be uploaded for processing by Data Hub. To complete the import process for the example above I will follow these steps:
  1. Name the CSV file, for this example it's named 'enroll.csv'. Make sure the file name shown on the Enrollment tab screen is the same, enroll.csv.
  2. Load the file to the 'Import file location' via SFTP. The files here are automatically processed every 10 minutes, the timing is configurable.
  3. To process the file immediately, select the Save and Process button from the bottom of the screen on the Enrollment tab.
A complete log of all actions is kept in the logs file, as well as (optionally) emailed to an address or addresses each time the DH script runs. The log file location is shown on the settings screen for the Data Hub block.


Log File Link

Once the file is processed there is a "log file" link. This opens a screen with a brief description explaining the action taken for each record in the file.

If you are receiving errors while trying to process files, it can be be for a number of different reasons. The error message should help explain where there is an issue.

The following is an example of an error message displayed in the log file link, "error with record 1: unable to find record".

This is an error message for an enrollment file. A user should have been enrolled as the instructor for a class, but the class record could not be found. The error was caused by a spelling mistake with the ELIS class name. Since the class name was spelled differently in ELIS than in the enroll file, the file being processed could not find the record of the class.


Note:
When assigning users to tracks in ELIS, the user is auto-enrolled in the curriculum the track is an instance of.

There is also use case to add users to tracks and auto-enroll them in the curriculum the track is an instance of with Data Hub Basic, the docs for that use case are here.

Instructor/Teacher Enrollment Use Case

The following test cases demonstrates how to enroll instructors in ELIS classes with ELIS Data Hub files and automatically assign them a role in the linked Moodle course.

Assigning Instructors in ELIS Classes


The following needs to be setup before the Data Hub enroll file can be processed:
  1. A Moodle course.
  2. An ELIS course.
  3. An ELIS class linked to the Moodle course.
  4. Create the enroll file.
The following image is showing an example of the enroll csv file. The fields in the file are all required for an enroll file. In the role column, either "instructor" or "teacher" can be entered. Both entries will add the user as an instructor on the Instructor tab of the class. Once the user is added on the Instructor tab of the ELIS class they will automatically be added to the teacher role for the linked Moodle course.

Instructor enroll file

The next image is showing the Instructor tab of the class that Lisa was added to when the enroll file was processed.

Instructor tab of class

The last image is showing the assign roles page for the Moodle course. Lisa was assigned the teacher role in the Moodle course when the enroll file processed. This is because the file added Lisa as an instructor on the Instructor tab of the ELIS class, then she was automatically assigned the teacher role in the linked Moodle course.

Moodle course roles

Batch Export of Completion Information

When a user completes a course ELIS Data Hub Export can export their completion information.

Below is an example of an export file viewed in OpenOffice:

ELIS IP export

The export file consists of Firstname, Lastname, Username, Idnumber, the Course Idnumber, the date the user started the course, the date the user finished the course, their status, and the grade they earned in the course. Data Hub versions 1.8.8+ allow custom profile fields to be added to the export report, see Export of Profile Fields and Grade Letters section below.

Completion Criteria


In order to be included in the export, a student must be in a Curriculum Management class tied to a Curriculum Management Course. They must have a completed status in the class.



Note: Make sure to set class completion as "locked" when editing manually, or the Curriculum Management cron will reset them


Export of Profile Fields and Grade Letters


In ELIS 1.8.8+, you can add custom profile fields to the Completion Export, these can be added via the Export tab:
Export tab of ELIS IP
  1. To add a custom profile field to the export, first enter a column header - this will show up in the CSV file export as the column header.
  2. Next, select one of the ELIS custom profile fields you have created on your site.
  3. Click the Add button.
You can remove or edit profile fields you have added as well.

Export tab

Click the delete icon (red) to remove the field from future exports or the edit icon (pencil) to edit the field name or value.

Now when an export is generated, these fields are added to the Completion Export:
Export with a profile field added to it


Export Settings


Settings for the export are located at the Site Administration block > Modules > Blocks > Data Hub > Export section:

  1. Export period: The timing of the report can be configured. The report can be automatically run as often as every 5 minutes.
  2. Unique export file names: Select this to save a new file every time the export report is run. If this isn't selected then the new export file will replace the previous file.
  3. Include all historical data: Choose to include all completion data for users or just completion data since the last export report.
Data Hub export settings


Generating the Export Report


The export report can be automatically generated according to the time set in the Export period settings or it can be manually generated at any time by selecting the Export Now button on the Data Hub General tab.

Export now button

ELIS Data Hub will place this file in the SFTP directory that was setup for you during your ELIS DH installation. The file location is shown in the Site Administration block > Modules > Blocks > Data Hub > Export file location.

Importing very large user and enrollment files:

Importing very large user and enrollment files:

Moodle relies on a timed procedure, know as the Moodle cron, to run many recurring tasks, such as sending notifications, forum posts, and messages, running reports such as ELIS reports and completion checking, and integration related batch processes such as LDAP synchronization. By default, Data Hub also uses the Moodle cron to process enrollment files. When these files exceed 40,000 lines of data, it may take too long to run, causing other operations to fail to run.

To address this issue for very large enrollment/user creation files, we implemented a separate system-level cron process to call the DH processes by itself which will not impact the Moodle cron from running regularly.

Disable cron setting
  1. This will turn off the standard cron process for Data Hub - this will stop Data Hub from processing files, so please makes sure Remote-Learner support confirms that the Data Hub Cron is operational before this is activated.
  2. This will be the path to your system's DH Cron.
If you need to run very large enrollment files, please open a support ticket to have the optional large file processing cron task setup for you - checking the box in the example above will not setup the DH cron for you, it will just disable the standard cron, meaning DH will no longer run.

Remote-Learner support will have to configure your server to run the actual cron to process the Data Hub files. Running the specialized DH cron also requires that your hosting level be at our Hosting Level 3, or above, or on our Red Hat Enterprise Virtual server system.

Data Hub Basic for ELIS

There are times when you may want to use functionality that is in Dat Hub Basic - such as creating Moodle courses without creating ELIS Tracks, enrolling users directly to Moodle courses, updating profile fields that are not synced to ELIS, etc. In that case you can enable Data Hub Basic so that it will take over from ELIS Data Hub and function instead. If you do this, then you will need to format your CSV files following the DH Basic requirements.

The first step to using Data Hub Basic with ELIS is to configure the Data Hub block. Go to the Site Administration block > Modules > Blocks > Data Hub. Scroll to the bottom of the page and there will be a checkbox to switch between ELIS DH and DH Basic, select it and save changes.

Use Data Hub Basic setting

Accessing Data Hub Basic is different than ELIS Data Hub. To access DH Basic the Data Hub block needs to be added to the site.

Data Hub block

Select the following link to go to the Data Hub Basic Documentation, it is located in another book of this course. DH Basic and the documentation for it are for Moodle only.

DH Basic may be used to assign users to clusters because clusters can be associated with Moodle profile fields. The following page includes a use case where a user is assigned to a cluster using an DH Basic User file. Associating the cluster to curricula or tracks can enable auto-enrollment to curricula and tracks with the same file.

Assigning Users to Clusters with DH Basic

Currently with Data Hub Basic this feature only works when using the Add action to add new users. If using the Update action to update existing users then users won't be added to clusters via their profile field settings. This is scheduled to be fixed in ELIS 1.9.3.

ELIS Data Hub can also be used to add users to clusters via profile fields, it works when adding/updating users, link to the documentation.

To assign users to a cluster with Data Hub, a Moodle profile field, cluster, and Data Hub user file are required.

1. To create/edit profile fields go to the Site Administration block > Users > Accounts > User profile fields. The shortname of the profile field in this example will be ACME, the menu choice assigned to the user will be ACME_Sales.

2. To create/edit clusters go to the Program Administration block > Users > Manage Clusters and select the Add Cluster button. The cluster in this example is associated with users that have there ACME profile field set to ACME_Sales.

Create cluster

3. Create an DH Basic User File:

Example file for assigning users to clusters

4. Upload the file and process it. Once the file is processed this users profile will be updated and they will be added to the cluster associated with the new profile field value they were assigned.

In this example the profile field being updated is in Moodle, so the ELIS cluster the profile field is associated to, won't be updated with the new user until the cron runs.

Associating Cluster to Curricula and Tracks


Users can also be auto-enrolled in curricula or tracks with this setup by associating the cluster to curricula and/or tracks. To do this go to the Curricula tab or Tracks tab of the cluster and select a curriculum or track association. When associating the curricula or track, you will be asked to set auto-enrollment settings for the association.

For example, if the cluster above is associated to a track, and the users of the cluster are set to be auto-enrolled in the track, the user in the file would be auto-enrolled in the track when they are assigned to the cluster. They could also be auto-enrolled in classes of the track if the track were setup that way.

Note: When the user is added to the track in this example, they will automatically be added to the curriculum the track is an instance of.

ELIS Permissions/Capabilities

ELIS permissions are located on the same screen as Moodle permissions. Go to the Site Administration block > Users > Permissions > Define roles.

The permissions are visible when adding/editing a role from this screen. To edit a role select the edit icon for the role.

Edit icon for a role

To create a new role scroll to the bottom of the screen and select the "Add a new role" button.

Add role button

After selecting the button above the permissions screen is opened. The permissions are broken up into sections, with the ELIS permissions listed before Moodle permissions.

Permissions screen for a new role


Curriculum Administration Permissions

Curriculum administration permissions


Associate curriculum management items - block/curr_admin:associate

  • This enables curriculum management items to be shared between roles.
  • For roles to associate curriculum management items, each role must have this permission enabled.
  • For example, a curriculum administrator role (with this permission enabled) is assigned to a user in a curriculum, which gives the user access to only courses in the curriculum. A second role is created (with just this permission enabled) and assigned to the user in a course, the user will have access to the course and they could add it to the curriculum.

Create classes - block/curr_admin:class:create

  • This allows a user to create classes.
  • Assign this permission in the system or ELIS contexts.
  • For example, a role with this permission and the "view class" permission is assigned to a user in a curriculum. The user may view any classes that are linked to the curriculum, and they can create a new class from any course in the curriculum.
  • Note: Anytime a role has create, edit, or delete permissions for a curriculum, course, etc., there also needs to be a view permission for that item included with the role.

Delete classes - block/curr_admin:class:delete

  • This allows users to delete classes.
  • Assign this permission in the system or ELIS contexts.
  • For example, a user assigned this permission at the system level, may delete any class in ELIS. A user assigned this role in a curriculum, may delete any class that is an instance of a course in the curriculum.

Edit class - block/curr_admin:class:edit

  • This allows users to edit classes.
  • Assign this permission in the system or ELIS contexts.
  • For example, a user assigned this permission in a curriculum, may edit any class linked to that curriculum.

Manage class enrolments - block/curr_admin:class:enrol

  • This allows a user to manage class enrollments.
  • Assign this permission in the system or ELIS contexts.
  • For example, a user assigned this permission in a class, may only manage enrollments for that class.

Manage cluster users' class enrolments - block/curr_admin:enrol_cluster_user

  • This allows a user to manage class enrollments for users assigned to clusters they manage.
  • Assign this permission to a cluster administrator in the class, track or cluster context.
  • The purpose of this permission is to limit the users cluster administrators may enroll in classes to just users in their clusters. When using a cluster administrator role, we recommend creating a second role for curriculum permissions. For both roles allow the "associate curriculum management items" permission. Then assign the cluster administrator role in clusters and the curriculum administrator role in curricula, tracks, and/or classes.

View Classes - block/curr_admin:class:view

  • This allows users to view classes.
  • Assign this permission in the system or ELIS contexts.
  • This permission is providing view permissions only, and should be used when classes need to be viewed with the role. For example, if a user has "create class" permission, they also need "view class" permission to be able to see the Manage Class link and create classes.

Create clusters - block/curr_admin:cluster:create

  • This allows a user to create clusters.
  • Assign this permission in the system or cluster context.
  • Create a role with this permission and the "view cluster" permission, then assign it to a user in a cluster. The user can view the cluster and can create sub-clusters of the cluster.

Delete Clusters - block/curr_admin:cluster:delete

  • This allows a user to delete clusters.
  • Assign this permission in the system context or cluster context.
  • Create a role with this permission and the "view cluster" permission, and then assign it to a user in a cluster. The user can view and delete the cluster and/or its sub-clusters.

Edit Clusters - block/curr_admin:cluster:edit

  • This permission allows users to edit clusters.
  • Assign this permission at the system or cluster context.
  • For example, a role with this permission and the "view cluster" permission is assigned to a user at the system level, the user may edit any cluster.

Manage cluster membership - block/curr_admin:cluster:enrol

  • This permission allows users to manage cluster membership. This permission doesn't work in ELIS versions 1.9.2 and earlier. It should be fixed for the 1.9.3 release.
  • Assign this permission in the system and cluster contexts.
  • For example, create two roles: (1) allows "manage cluster membership" and "view clusters", and is assigned at cluster level; (2) allows "view users" and is assigned at the system level. On the User tab of the cluster where the user is assigned the first role, the user can add any user on the site to the cluster.

Manage cluster users' sub-cluster membership - block/curr_admin:role_assign_cluster_users

  • This allows a user to manage enrollments in sub-clusters of the cluster they are managing.
  • Assign this permission at the cluster context.
  • For example, assign this permission to a user in a cluster context, and they can assign users of the cluster to sub-clusters of the cluster.

Only assign roles in a cluster to cluster members - block/curr_admin:role_assign_cluster_users

  • This allows a user to assign roles in the cluster/sub-clusters for only members of the cluster.
  • Assign this permission in the clusters/sub-clusters contexts.
  • For example, users assigned to a cluster are added to the Users tab of the cluster. With this permission those users can be assigned roles in the cluster, or sub-clusters of the cluster.
  • For this permission to work the role must also include the permission Assign roles to users - moodle/role:assign. The permission is in the Course section.
  • The main use case for this permission is to allow an organizational cluster administrator to assign roles to users that are assigned to the clusters they manage.

View clusters - block/curr_admin:cluster:view

  • This allows a user to view clusters only.
  • If a role allows other cluster permissions this should be enabled to make clusters visible.

Configure curriculum management settings - block/curr_admin:config

  • This allows a user to view/create/edit cluster classifications. Use this permission with the "manage curriculum curricula" permission for access to the configuration screen.
  • This role should be assigned to ELIS administrators at the system level.
  • Users with this permission can manage the settings in the Curriculum Administration block > Admin > Cluster Classification. The Admin > Configuration screen should be enabled with this permission in a future release. For now use the "manage curriculum curricula" permission for access to the admin configuration screen.

Create course - block/cur_admin:courses:create

  • This allows a user to create courses.
  • Assign this permission in the system context.
  • For example, assign this permission and the "view courses" permission at the system level, and it allows a user to view all the courses on the site and add courses to the site.

Delete courses - block/curr_admin:course:delete

  • This allows a user to delete courses.
  • Assign this permission in the system or ELIS contexts.
  • For example, assign this permission and the "view courses" permission in the system context, and it allows a user to view and delete all the courses on the site. Assign this in a curriculum context, and it allows a user to view and delete courses of the curriculum.

Edit courses - block/curr_admin:course:edit

  • This allows user to edit courses.
  • Assign this permission in the system or ELIS contexts.
  • For example, assign this permission and the "view courses" permission in the curriculum context, and it allows a user to view and edit courses of the curriculum.

View courses - block/curr_admin:course:view

  • This allows a user to view courses.
  • Assign this permission in the system or ELIS contexts.
  • For example, a user assigned the 'create course' permission at the system context will need this permission to see the Manage Courses link and create courses.

Create curricula - block/curr_admin:curriculum:create

  • This allows a user to create curricula.
  • Assign the permission in the system context.
  • For example, assign this permission and the "view curricula" permission at the system context, and it allows a user to view all curricula on the site and create curricula.

Delete curricula - block/curr_admin:curriculum:delete

  • This allows a user to delete curricula.
  • Assign this permission at the system context or ELIS contexts.
  • For example, assign this permission and the "view curricula" permission in a curriculum, and it allows a user to view and delete the curriculum. Assign this at the system level and the the user could view and delete any curriculum on the site.

Edit curricula - block/curr_admin:curriculum:edit

  • This allows a user to edit curricula.
  • Assign this permission in the system or ELIS contexts.
  • For example, assign this permission and the "view curricula" permission in a curriculum, and it allows a user to view and edit the curriculum.

Manage curriculum enrolments - block/curr_admin:curriculum:enrol

  • This allows a user to manage curriculum enrollments.
  • Assign this permission in the system or curriculum contexts.
  • For example, create a role with this permission and "view curricula" permission and assign it to a user in a curriculum. The user can access the curriculum and can manage enrollments for the curriculum.

Manage cluster users' curriculum enrolments - block/curr_admin:curriculum:enrol_cluster_user

  • This allows a user to manage curriculum enrollments for user of clusters they manage.
  • Assign this permission in the cluster context.
  • Testing.

View curricula - block/curr_admin:curriculum:view

  • This allows a user to view curricula.
  • Assign this in the system or ELIS contexts.
  • For example, a role with create, edit, or delete permissions for curricula, will also need view curricula permission.

Create environments - block/cur_admin:environment:create

  • This allows a user to create environments.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view environment" permission allowed and assign it to a user at the system level. The user can view/create environments by going to the Progress Reports block > Information Elements > Manage Environments.

Delete environments - block/cur_admin:environment:delete

  • This allows a user to delete environments.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view environment" permission allowed and assign it to a user at the system level. The user can view/delete environments by going to the Progress Reports block > Information Elements > Manage Environments.

Edit environments - block/cur_admin:environment:edit

  • This allows user to edit environments.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view environment" permission allowed and assign it to a user at the system level. The user can view/edit environments by going to the Progress Reports block > Information Elements > Manage Environments.

View environments - block/cur_admin:environment:view

  • This allows a user to view environments.
  • Assign this permission in the system context.
  • Allow this permission for roles where environments need to be viewed.

Manage Curriculum Curricula - block/curr_admin:managecurricula

  • This allows a user access to most of the items in the Curriculum Administration block.
  • Assign this permission to ELIS administrators at the system level.
  • This permission has the capability to manage all the items in the Curriculum Administration block, except cluster classifications and Data Hub. The name of this permission will be changed in a future release.

Manage Curriculum Files - block/cur_admin:managefiles

  • This allows a user to manage curriculum files.

Receive course due to begin notifications - block/curr_admin:notify_coursedue

  • This allows a user to receive course due to begin notifications.
  • Assign this permission in the system or user contexts.
  • There are also Notification settings that need to be configured in the Curriculum Administration block > Admin > Notifications. There are 3 checkboxes for each notification: user, user with permission at system context, and user with permission at user context. If no checkboxes are selected, then no notifications will be sent regardless of permissions enabled by a role.

Receive course expiration notifications - block/curr_admin:notify_courserecurrence

  • This allows a user to receive course expiration notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign a user this permission in a user context, and they will receive a notification when the user's credit for a course expires.

Receive curriculum completed notifications- block/curr_admin:notify_curriculumcomplete

  • This allows a user to receive curriculum completed notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign a user this permission in the system context, and notifications will be sent for users when they complete a curriculum.

Receive curriculum due to begin notifications - block/curr_admin:notify_curriculumdue

  • This allows a user to receive curriculum due to begin notifications.
  • Assign this permission in the system or user contexts.
  • For example,

Receive curriculum not completed notifications - block/curr_admin:notify_curiculumnotcomplete

  • This allows a user to receive curriculum not completed notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign this permission in a user context, and notifications will be sent when that user has not completed a curriculum.

Receive curriculum expiration notifications - block/curr_admin:notify_curriculumrecurrence

  • This allows a user to receive curriculum expiration notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign this permission in the system context, and notifications will be sent for users on the dates that credit expires for curricula they are enrolled in.

Receive track enrollment notifications - block/curr_admin:notify_trackenrol

  • This allows a user to receive track enrollment notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign this permission to user1 in the user2 context, user1 with the role permission receives notifications when user2 is enrolled in a track.

Note: Class notifications are in a different section of the permissions page. The next page in the docs covers the class notifications permissions.

Can over enroll a class - block/curr_admin:overrideclasslimit

  • This allows a user to over enroll a class.
  • Assign this permission in system or ELIS contexts.
  • For example, enable this permission, the view classes, and the manage class enrollments permissions, then assign that role to a user in a track. The user can see the Manage Class link in the Curriculum Admin block, is able to view the classes of the track, and control enrollments of the classes, including over enrolling classes.

Create Tags - block/curr_admin:tag:create

  • This allows a user to create tags.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view tag" permission allowed, and assign it to a user at the system level. The user can view/create tags by going to the Progress Reports block > Information Elements > Manage Tags.

Delete Tags - block/curr_admin:tag:delete

  • This allows a user to delete tags.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view tag" permission allowed, and assign it to a user at the system level. The user can view/delete tags by going to the Progress Reports block > Information Elements > Manage Tags.

Edit Tags - block/curr_admin:tag:edit

  • This allows a user to edit tags.
  • Assign this permission in the system context.
  • For example, create a role with this permission and the "view tag" permission allowed, and assign it to a user at the system level. The user can view/edit tags by going to the Progress Reports block > Information Elements > Manage Tags.

View Tags - block/curr_admin:tag:view

  • This allows a user to view tags.
  • Assign this permission in the system context.

Create tracks - block/curr_admin:track:create

  • This allows a user to create tracks.
  • Assign this role in the system or ELIS contexts.
  • For example, if this permission is assigned in the curriculum context, it allows a user to create tracks that are an instance of that curriculum.

Delete tracks - block/curr_admin:track:delete

  • This allows a user to delete tracks.
  • Assign this permission in the system or ELIS contexts.
  • For example, if this permission is allowed in a curriculum context, it enables tracks of that curriculum to be deleted.

Edit tracks - block/curr_admin:track:edit

  • This allows a user to edit tracks.
  • Assign this permission in the system or ELIS contexts.
  • For example, allowing this permission in a track context, would enable editing for that track.

Manage track enrollments - block/curr_admin:track:enrol

  • This allows a user to manage track enrollments.
  • Assign this permission in the system or ELIS contexts.
  • For example, assigning this permission in a track context, allows a user to manage the track enrollments. Assigning this permission in a curriculum context, allows a user to manage track enrollments for all the tracks of the curriculum.

Manage cluster users' track enrollments - block/curr_admin:enrol_cluster_user

  • This allows a user to manage track enrollments for a cluster of users.
  • Assign this permission in the cluster or sub-cluster contexts. Track permissions will be needed somewhere to have a access to tracks to enroll the cluster of users.
  • For example, assigning this permission in the cluster context will provide access to the cluster of users and their enrollment in tracks. Creating a second role with track permissions and assigning that to the user in a track or curriculum, will provide access to tracks to assign the cluster of users.

View tracks - block/curr_admin:track:view

  • This allows a user to view tracks.
  • Assign this permission to users when they need to see tracks.
  • For example, if a role has permission to "create tracks", "view tracks" permission is needed to view the Manage Tracks page and Add track button.

Create users - block/curr_admin:user:create

  • This allows a user to create users.
  • Assign this permission in the system context.

Delete users - block/curr_admin:user:delete

  • This allows a user to delete users.
  • Assign this permission in the system, ELIS ,or user context.
  • For example, allow this permission and 'view cluster' permission in a cluster context, and users of the cluster could be deleted.

Edit users - block/curr_admin:user:edit

  • This allows a user to edit other users.
  • Assign this permission in the system, ELIS or user contexts.
  • For example, assign this permission and the 'view users' permission in a user context, and you could view the user and edit their profile.

View users - block/curr_admin:user:view

  • This allows a user to view other users.
  • Assign this permission in the system, ELIS , and user contexts.
  • For example, if a role has permission to create/edit/delete users, the role must have 'view users' permission for the other user permissions to work.

Can view learning plan - block/curr_admin:viewcoursecatalog

  • This allows a user to view the Learning Plan.
  • Assign this permission in the system context.

Can view reports for own group - block/curr_admin:viewgroupreports

  • This permission was used with older versions of ELIS, I believe prior to ELIS 1.9.
  • There is now a section in permissions called ELIS Report, use those permissions to give the user the capability to view/schedule ELIS reports.
  • To create a use case where a user can only see ELIS Reports for users in their cluster, assign the permissions to a user in a cluster context only. The permissions could also be assigned in a curriculum context, track context, etc.

Can view own reports - block/curr_admin:viewownreports

  • This allows a user to view their own reports.
  • Assign this permission in the system context.
  • For example, this permission allows a user to view their Individual User report.

Can view reports for all users - block/curr_admin:viewreports

  • This allows a user to view reports for all users.
  • Assign this permission in the system context.
  • For example, assign this permission and the 3 ELIS report permissions at the system level, and all the ELIS reports can be generated for all users.

Class Notification Permissions

The class notification permissions are located in the first "Course" section on the permissions page. It is farther down the list with the Moodle permissions.

The class notification permissions

There are Notification settings that need to be configured in the Curriculum Administration block > Admin > Notifications. There are 3 checkboxes for each notification: user, user with permission at system context, and user with permission at user context. If no checkboxes are selected, then no notifications will be sent regardless of permissions enabled by a role. The page also allows time periods to be set for some notifications, e.g., class not started notifications can be sent to users "10" days after the class has started.

The 4 class notification permissions are:

Receive class completion notifications - block/curr_admin:notify_classcomplete

  • This allows a user to receive class completion notifications.
  • Assign this permission at the system or user contexts.
  • For example, assign this permission in the system context, and notifications will be sent for users that complete classes.

Receive class enrollment notifications - block/curr_admin:notify_classenrol

  • This allows a user to receive class enrollment notifications.
  • Assign this permission in the system or user context.
  • For example, assign this permission in the user context, and notifications will be sent when that user is enrolled in a class.

Receive class not completed notifications - block/curr_admin:notify_classnotcomplete

  • This allows a user to receive class not completed notifications.
  • Assign this permission in the system or user context.
  • For example, assign this permission in the user context, and notifications will be sent when a class has not been completed.

Receive class not started notifications - block/curr_admin:notify_classnotstart

  • This allows a user to receive class not started notifications.
  • Assign this permission in the system or user contexts.
  • For example, assign this permission in the system context, and notifications will be sent for users that have not started a class.

ELIS Report Permissions

ELIS reports permissions


Manage ELIS report schedules - block/php_report:manageschedules

  • This allows a user to manage report schedules.
  • Assign this permission in the system, user or ELIS contexts.

Schedule ELIS reports - block/php_report:schedule

  • This allows a user to schedule ELIS reports.
  • Assign this permission in the system, user or ELIS contexts.

View ELIS reports - block/php_report:view

  • This allows a user to view ELIS reports.
  • Assign this permission in the system, user or ELIS contexts.
  • For example, to assign user1 this permission in a user context, create the role enabling this permission and add user1 to the role on the Roles tab of another user, user2 in this example. This will give user1, permission to view reports for user2.

Alfresco Repository Permissions

Link to the Alfresco book, permissions page.

Data Hub Permission

Configure Data Hub setting


Configure Data Hub

  • This allows a user to access ELIS Data Hub.
  • In order to see the Data Hub link for ELIS, the "Manage curriculum curricula" permission must be enabled. This permission allows access to all the items in the Curriculum Administration block.
  • With both permissions enabled a user can access ELIS DH by going to the Curriculum Administration block > Admin > Data Hub.

ELIS Roles

Multitenancy refers to a principle in software architecture where a single instance of the software runs on a server, serving multiple client organizations (tenants). Multitenancy is contrasted with a multi-instance architecture where separate software instances (or hardware systems) are set up for different client organizations. With a multitenant architecture, a software application is designed to virtually partition its data and configuration so that each client organization works with a customized virtual application instance. (from http://en.wikipedia.org/wiki/Multitenancy).

Many applications support multi-tenancy by completly separating tenants. Tenant instances run on the same codebase, but have separate databases. This makes it difficult to migrate users and content between tenants. ELIS supports a flexible, hierachical form of multi-tenancy via groups and sub-groups of users, which we call User Sets. In ELIS, tenant User Sets share the same codebase and database, and are separated by permissions. This enables class content to be shared among tenants. Users might be in several different kinds of tenants in an organization, for example you can have a User Set of all Sales staff, with their own internal management hierarchy. Then you can have a different User Set of all staff who live in California, with it's own management and reporting hierarchy. Sales staff in California would be in both User Sets, for example. However, Moodle is still mostly a multiple-instance application, so there are some practices that must be followed to fully take advantage of ELIS' User Set functionality. These will be more fully described in the use cases in this section of the documentation.

From a user's perspective, ELIS Multi-tenancy enables a client to set up an ELIS site that has multiple sub-organizations, with sub-administrators who can manage only users who are in their own organization. For example a content provider who sells content to multiple institutions, can set up each institution as a User Set in the content provider's ELIS site, and deliver the same (or selected) class content to each institution. Selected institution staff can be given user management and reporting permission, to view and schedule reports, edit their own users, and manage enrollments for the their own users, without seeing or knowing about other institution's users on the site.

Caveats:

In order to set up content editing roles in Moodle so that the administrator of a Program or a site administrator can only edit certain Moodle classes, you need to set these roles up in Moodle (for example as category course creator, etc.). During your ELIS quickstart, our training staff can assist you with setting up Moodle and ELIS roles to acheive your project's goals.

Creating Roles

To create a new role go to the Site Administration block > Users > Permissions > Define roles and select the Add a new role button at the bottom of the page.

Start by figuring out what capabilities the role should have. In this example we will be creating a role that allows a user to assign clusters to curricula and tracks at the system level. The name of this role will be Cluster Enrollments.

After assigning a name and shortname to the role we choose which permissions to allow. Testing different permissions is often needed to find the right combination of permissions to allow for a role. This role will have 4 permissions allowed:
  • Associate curriculum management items - block/curr_admin:associate
  • View User Set - block/curr_admin:cluster:view
  • View program - block/curr_admin:curriculum:view
  • View track - block/curr_admin:track:view

When finished with the permissions section, select the Add a new role button at the bottom of the page.

Since this role should be assigned at the system level we go to the Site Administration block > Users > Permissions > Assign system roles then select the user to assign to the role.

The user assigned this role will be able to view all clusters, curricula and tracks. The Associate curriculum management items permission enables a user with this role to associate clusters with curricula and tracks.

From a cluster the user can go to the Curricula tab and Tracks tab to associate curricula/tracks to the cluster. From a track the user can go to the Clusters tab to associate a cluster to the track. From a program the user can go to Clusters tab to associate a cluster to the program.

Assigning Users

By assigning users to roles in the context of another user in the system, we can provide a method for a user to manage many other users, edit their profile information, completion records, etc.

In the description below, we'll use the term "Manager" to describe the user who is given administrative rights over another user. Of course, these role names are flexible in ELIS, you can change it by changing the Moodle role.

To assign a user to be the manager of another user you need to be logged in as a Curriculum Administrator (or role with similar capability). First go to the Manage Users section of ELIS. Locate the user you wish to enroll another user as a manager of, and click on the roles tab.

user editing

Here there are various roles you can assign - these are the roles setup on the site in the Moodle roles table (Moodle Administration Users Permissions Define roles).

In the case below, we are choosing the Manager role we have created - this role has administrative rights on all Curriculum Management functions. Since we are assigning the user in the context of an individual user, we will only be giving them these rights over the user's assigned to them.

user roles



This will open a list of users who you can assign to the selected role in the user's context.

User assignment filter

  1. The "Unassigned" link will show you users who do not currently have an assigned role in the context you are in.
  2. You can filter the list of users to show just the ones you are interested in - the Advanced button opens up additional filtering fields such as custom profile fields, city, country, etc.
  3. Enter search terms in the filter fields and click "Add filter".
  4. Active filters will show here, for example we added a filter to show all users with Sa in their Name, and so we see the and can select from this list of users.

Select the user or users who will have administrator rights over the particular user and click "Assign Roles".


Choose enrollment duration

You can set an enrollment duration here -this will determine the length of time that the Manager user is (in this case Michael Admin Test) is assigned to this role.

While this may seem like many steps to assign a user to the Manager role one user at a time, a manager can be assigned to many users at once by using the capabilities for batch user actions provided by ELIS Data Hub.





Viewing Assigned Users

The user we just assigned as a manager can login now and view the user information for the user that we just assigned to them.

manage users

Depending on the permissions you have given to the Manager role, the manager can edit/delete his/her users, as well as add/remove them from tracks, clusters, and curricula.

assigning users

For instance the administrator might change the user's password, edit their user information, update custom profile fields, etc.

Assigning Clusters

In a similar fashion to assigning a Manager user to administer a user, a Manager can be assigned to a cluster, and thus be able to edit the cluster.

cluster assignment

To assign a user to manage a cluster, first click the Manage Clusters link (1), then the Roles tab (2). On the roles tab, click on the role you wish to assign users to in this cluster.

cluster assginment 2

On the roles screen we can select a user or users to assign to the role, choose an enrollment duration, and click "Assign roles".


Using Assigned Clusters

We now login as the user we assigned previously as the cluster manager. Because this user is assigned to at least one cluster, they see the "Manage Clusters" link, and can click it.

Clicking manage clusters

Because the user is enrolled as the Manager of the Test Cluster, she/he can see the Test Cluster, and also see the various editing links for the cluster.

managing clusters

The cluster Manager can edit any of the users of his/her cluster by clicking on their usernames.

editing users in the cluster
As they are only enrolled in the Test Cluster - they can only see users who are in the Test Cluster.

When a Custer Manager also has a role assigned within the Curriculum context with the permissions to view, create, and delete tracks, the Manager will be able to assign the tracks he or she creates to the cluster. Likewise, the Manager could also assign the cluster or cluster users to the tracks he/she has created.


Curriculum Management

A user can be assigned the managers role for an entire curriculum in the same way as we saw in the previous examples, by clicking on the Roles tab and then assigning a user or user's to manage a curriculum.

Once a Manager has been assigned to the curriculum, they can see their assigned curriculum when they login and click on Manage Curricula.

manage curricula

Now the curriculum Manager can (depending on the permissions given to the role) edit the Curriculum information, add or remove clusters, view the courses assigned, set pre-requisites and co-requisites, and add or remove courses. The Curriculum Manager can also view and edit the users in his/her curriculum, and add or remove users (if the Manager role has been given that permission).

curriculum tracks

Because Tracks are a subset of a Curriculum, a Curriculum Manager is often given permission to manage the tracks of the curriculum as well. In this case, they can edit the details, clusters, and users assigned to a track, as well as the classes assigned to the track.






Track Management

A a user can also be assigned as a Manager at the track level - in this case, the user would only see the "Manage Tracks" link in the Curriculum Administration block.

Track admin

If the Manager role has been granted full permission to access items at the track level, they will see all the tabs below when they click on the track's name.

track administration


Sychronizing Role Assingments between ELIS and Moodle

In 1.8.7 you can synchronize role assignments between ELIS and Moodle.

Step by Step Example Program Setup

This tutorial will walk through the steps involved in setting up a sample curriculum of study leading to a certificate in Project Management.

This example will show you how to set up a simple Certificate Program with 3 required courses and two optional courses using ELIS.

Certificate programs are genearally designed for adults who are interested in learning a specific set of skills and gaining knowledge in a certain area, but may not want to earn a degree. Below is an example of using ELIS to setup and run a Certificate Program - ELIS may of course be used to run complete degree programs as well, however to keep this example case short, we have chosen a Certificate Program with 3 required courses and 2 optional courses.

Curriculum Description:
This is an overview of the curriculum, for example the below description is an overview of our example Project Management Certificate Program:
"The certificate in Project Management enables students to consider the final step of preparing for the pinnacle of professional certification with the Project Management Institute (PMI)."

Curriculum Requirements:
This will be a set of courses which must be completed with a given grade in order to complete the curriculum and earn the certificate. ELIS supports both required and optional courses, and courses may consist of online Moodle courses, offline 'classroom' courses, or a blend of online and offline.

For example, a catalog description of our Project Management Certificate Program might look like the list below:

Required Courses: Credits
PMI 101 Preparing a project 3 credits
PMI 102 Planning a project 3 credits
PMI 103 Implementing the project 3 credits
TOTAL 9 credits


The curriculum description or custom curriculum fields might also list expected Learning Outcomes - skills and/or competencies a person should learn by completing the courses in the program with a satisfactory score:

Student Learning Outcomes
Most program descriptions include a description of the expected outcomes (also known as competencies or skills) learners should have after successfully completing the program.

For example, our example program might list the following outcomes in the curriculum description or curriculum custom fields (custom fields are available in several reports, and so might be used here if reporting on outcomes is required):

Students who complete a certificate in Project Management should be able to:
  • effectively perform project team member and leadership roles in the full spectrum of project management ranging from small, single to large, complex and multiple projects;
  • present the fundamentals of project management based on a project life cycle;
  • introduce and explain widely used tools of basic project management;
  • examine the roles of the project manager and project team members;
  • explore a best practices approach to planning and managing projects of any size;
  • improve the performance of traditional project management with innovative new tools;
  • introduce new and practical approaches for managing today’s non-traditional projects;
  • align projects within an organizational framework and with the business strategy;
  • review and apply PMI’s Project Body of Knowledge (PMBOK); and
  • implement enterprise level project portfolio and program management.
The Program Learning Outcomes describe to learners (and perhaps managers and/or parents) what they should expect to be able to do after satisfactorily completing the program.

In ELIS, a custom course field can be created with all the outcomes for the curriculum. When a course of this curriculum is added/edited, an outcome could be added to the course. The following image demonstrate how this works.

The custom course field has already been created with the outcomes for the curriculum in the image. A course is being added and the list of outcomes is displayed. An outcome will be selected from the list, and when the course is created the outcome will be displayed in that section.

Curriculum outcome being assigned to a course

Completion Requirements:
Finally, each course in the program has a particular 'passing grade' - in ELIS this is set as the completion grade for a course.

Our catalog description of the program might read:
"A Grade of C or higher must be earned in each certificate course to receive the Project Management Certificate"

In order to implement this in ELIS, we would assign a completion grade to each course. If for example, your institution sets the grade of "C" as earning 65% of the available points in a course, only students who have earned 65% in all of the required ELIS Courses for the program will earn a certificate for the program.

In the following sections of this tutorial, you will learn how to setup this kind of program in ELIS.

Below is a diagram of our Program, showing how we expect learners to progress through the program. ELIS can be set to enforce pre-requisite (and co-requisite) so that learners can't take course 2 before they complete course1 with a satisfactory grade - this is optional, depending on the nature of the program some institutions want their software (ELIS) to enforce pre-requisites while others leave this to advisers or the students themselves, ELIS supports both models.


Sample curriculum

The example curriculum uses a set of 5 Moodle template courses. These are courses that have been built out with content, activities, etc. and will be automatically created each time a new track is generated from the curriculum.

The first step in setting up this curriculum is to create the ELIS courses. Go to the Manage Courses link and click "Add Course".

dd course button

Here you can fill in the information about the course:

Adding a course

If the course will use a Moodle course as a master course, use the browse button shown in the previous image to choose the Moodle template course.

Choosing a template course

Whenever a new track of classes is created from this curriculum, the master course will be automatically copied and made available for those instances. The option is also available for manually created classes.

When the course has been added, you'll see the overview of the information:

Detail tab of new course

Adding completion elements

If you are using a Moodle course, you may want to setup completion elements. These are graded activities within the Moodle course. When a student completes all the completion elements for an ELIS course, they receive credit for that course. Completion elements are optional - for this example curriculum we will use completion elements defined in the Moodle template courses for each of the ELIS courses in the curriculum.

To start, go to the the Completion Element tab of a course and select the Add Element button.

Add completion element button

To add a completion element from a Moodle course you will need to know the ID number of the graded activity in the Moodle course.

Adding completion elements screen

Getting the ID number:

Go into the Moodle template course. Turn editing on for the course home page and select the activity Edit icon

Activity edit icon

or select the activity and click on the Update button.

Update activity button

In the Common module settings for the activity, get the ID number. This will tie the activity's grade in Moodle to the completion element in ELIS.

Activity ID number

Once this is entered, save changes.

Adding completion elements screen

The completion element now is tied to the course. If there are other activities in the Moodle course that need to be completed in order to complete the course, you can add those as well.

Completion element screen

Completion elements are optional, but not required. If there are no completion elements, then the completion grade will be used - if a student in the course earns the completion grade or better, they are given credit for the course.

If completion elements are present, then the students must both complete all the completion elements, and get a grade above the completion grade.

Note:
Once a student is marked as having completed a course, then their grade is "locked" and will not be updated any more. So if they have no completion elements, then students may be "stuck" with the first grade that they get that is above the completion grade. This means that if there are no completion elements for a course, then the course's gradebook must be setup to calculate the course total correctly. We will look at using the course total to generate a passing grade in the next example course.

Using a completion grade

The second and subsequent courses in this curriculum will use completion grades rather than completion elements. The second course requires a completion grade of 100 % in order for the student to receive credit.

Course overview showing completion grade setting

When using a completion grade without completion elements, it is important to check the gradebook settings of the template course - make sure that the aggregation settings are correct. Moodle's default setting: "Aggregate only non-empty grades" causes the issue below:
Moodle gradebook

The next two images show a simple way to fix this issue by turning off "Aggregate only non-empty grades". To do this select the edit icon for course grades as shown in the next image (the name of the course is 3 Activities). You can also go to Categories and items page and there is a similar edit icon there.

Moodle gradebook

Go to the grade category section shown in the following image, if you don't see this section you may need to select the "Show Advanced" button. Make sure "Aggregate only non-empty grades" is deselected.

Moodle gradebook settings

This will result in the course total being correctly divided by the number of activities.

Moodle gradebook with updated grade

One still has to be careful with course totals and for more complex courses gradebook calculations or hiding the the course total until after the completion date should be used to avoid early course completion.


Setting up the Curriculum

Now that we have created the ELIS courses for the curriculum, it is time to set up the curriculum itself.

The list of courses for the Level One Project Management Curriculum:
Courses1

The next step is to create a curriculum and add the courses to it. To do that, go to Manage Curricula and select "Add curriculum".

Add curriculum button

Enter an Id Number and Name for the curriculum and save changes to continue. The other fields are optional on this screen and can be edited later.

Add curriculum:
Add curriculum screen

To add courses to the curriculum select the courses tab. Use the "Assign courses" button to add courses to the curriculum. Courses can be added in any order to the curriculum.

Assign course to curriculum button

A screen appears to select a course and course settings for the curriculum.

Selecting a course for the curriculum

If the course is a required course, set the required course checkbox here. You can come back and make a course required later, however it is best to have the curriculum fully setup before adding users, so it is ideal to set this now. I set the Position of the course to 1 as it is the first course in the series.

Selecting the course curriculum settings

Save changes and the first course has been added to the curriculum.

The Course tab of the curriculum

Now we add the subsequent courses, setting the required courses to be required and setting a position in the curriculum course list for required courses.

Courses tab of curriculum

Next I will add pre-requisites.

Note: We still have two more courses to add, however in this sequence the required courses have pre-requisites as they must be taken in the proper order. I'm going to set up the pre-requisites now, then add the optional courses, to keep things simple.

Click a column heading to sort with that column. The courses are sorted by the Position column by default in this example.

Click the key icon and then select the pre-requisite course(s) from the list of available courses.

Key icon for setting prerequisites for courses in a curriculum

Edit course prerequisites:
Adding a prerequisite course

If a prerequisite course is not part of the curriculum, it can be added to the curriculum by selecting the "Add prerequisites to curriculum" checkbox shown in the image above.

At this point, if we add a user to the curriculum, and login as that user and click the "Available Courses" link in the Learning plan, we'll see the screen below:
learning plan without tracks

This is because we have not yet setup a track, so there are no actual classes created from the courses of the curriculum. Classes can be automatically created by a track, or classes can be created manually.

Creating a Cluster and Profile Field

A powerful feature of ELIS is the ability to auto-assign users to courses by looking at data in the user's profile fields. In the case of this example curriculum, we are going to assign employees of the Little Big Company to take a new Project Management curriculum based on a setting in their user profile field. In this case, users who have not taken any Project Management courses are going to have a value in their profile field set to "PM0" - meaning they have not achieved any level of Project Management certification. When users are going to be loaded into the system with this setting, they will be automatically enrolled into the Level 1 project management certificate curriculum*.

To set up a cluster, click the Add Cluster button in Manage Clusters. In the Auto-associate drop down, you'll choose the custom profile fields to be used to auto-assign users to this cluster.

Add cluster screen

If you have not created these custom fields, here is how you can do it:
User profile fields link

Go to the site administration menu and click "User profile fields". Choose the "Menu of choices" profile field type (currently this is the only field type that works with ELIS).

Creating profile field menu of choices

Give the field a short name and name. In this example, we name it PM-Level because this field will be used to record the level of Project Management certification the user has achieved.

Creating a profile field

In the screen below - I've entered the menu options PM0-PM3 - these four options map to the different levels of Project Management certification in the program. In this example there will be a curriculum that will map to each of the menu options below. The field will be locked so users can not change their Project Management Level setting.

Creating a profile field screen

To have all users in the system have their Project Management Level profile field automatically start at PM0, we enter PM0 as the default value to the example above.

Next we'll create a cluster of users and map that cluster to load all users who have their PM level set to PM1.

Add Cluster button

Here we'll give the Cluster a name, and description, and then we'll choose the user profile field to associate with this cluster. In this example we're associating the Project Management Level profile field we created previously, and with this cluster we'll associate the PM1 value - so all users with the PM1 value will be auto-enrolled in the cluster.

Adding a cluster screen

Save changes and you can see the new cluster:
View of a new cluster

And when you click the User tab you can see the list of users who are now associated with this cluster.

Users tab of a cluster

The next step will be to add a new track and match it with the curriculum. As mentioned previously, ELIS tracks what is used to deliver the actual classes of a curriculum.

Add Track button


*In a case where users might have prior training and/or certification in Project Management, Administrators can set specific users to a different level manually or during data import.

Adding choices to profile fields

To add new profile field choices to an existing profile field go to User profile fields then select the edit icon for the profile field. For this example we are going to add choices PM4, PM5, and PM6 to the Project Management Level profile field.

Edit profile fields icon

Once the edit screen is open add the new choices to the profile field as shown in the next image and select Save changes.

Adding new profile field values

Using a cluster with a curriculum

Now we will create a cluster to add to the curriculum. We can access the cluster creation page in two ways:
  1. Go to the Curriculum/Program Administration block > Users > Manage Clusters, then select the Add Cluster button.
  2. Select the Cluster tab of the curriculum, then select the Add Cluster button.
This cluster will be a sub-cluster of the PM-Level 1 cluster. The reason I create a sub-cluster here is because the PM-Level 1 cluster will be associated with a track for auto-enrollment. This way I can associate users of the sub-cluster with the curriculum, and users of the main cluster will be associated with the track.

I won't auto-associate this cluster with any profile fields, users will be manually added to the cluster.

Creating a cluster page

The following image shows the new cluster on the Sub-clusters tab of the PM-Level 1 cluster. Select the sub-cluster name from the list to link to the sub-cluster.

Sub-cluster tab

Now we can add the sub-cluster to a curriculum, select the Curricula tab to auto-associate this sub-cluster to a curriculum.

The curricula tab of a cluster

As the curriculum is selected in the previous image the following screen appears with auto-enroll settings. Select the Save changes button and the cluster is auto-associated to the curriculum. Users will be auto-enrolled in the curriculum when they are assigned to this cluster.

Auto-enroll setting for cluster-curriculum association

Now users in the cluster will be able to self-enroll in courses of the curriculum.

Curricula tab of cluster

Adding a track

As we add the track we can select the curriculum. As we can see in the diagram below, each track of a curriculum is built off the courses in the curriculum:

Track overview

We can navigate to the create track page in two ways:
  1. Go to the Curriculum Administration block > Curriculum > Manage Tracks link, then select the Add Track button.
  2. From the curriculum we just created, go to the Tracks tab and select the Add Track button.
In this example case the PM Level 1 curriculum has been preselected because I accessed the create track page from step 2 above. I'm checking the "Auto-create" checkbox, which will automatically create a class on the track for each course in the curriculum. Auto-create will also create a new Moodle course, if there is a Moodle template course attached to the the ELIS course.

Add track page

When using auto-create for classes you may see this message "WARNING!!! The code you are using is OLDER than the version that made these databases!". This is a normal debugging message and does not indicate an error.

Detail page of the track that was just created

Once the track is created, select the Classes tab to view the auto-created classes for the track. Make sure the settings for auto-created classes are correct. Auto-created classes will have the maximum number of students set to 0. Classes with the maximum number of students set to 0 will have no enrollment limit. If there is a class size limit be sure to edit the maximum number of students. Use the class link shown on the left hand side of the following image to go to the manage class screen.

Classes tab of track

To edit the auto-enroll settings for a class of the track, select the edit icon (pencil) shown on the right hand side of the previous image. A screen with a checkbox, "Auto-enroll users into this class when they are added to this track", will appear. Use the checkbox to edit the auto-enroll settings. The following image shows this setting.

Users can also be automatically added to the class from this screen with the "Enroll all users from this class now button". This is a helpful tool if you have added users to the track before auto-enroll was setup for the classes. This button will auto-enroll all users from the track in the class if they are not already enrolled. If the class is full, the user/users will be placed on the waitlist. User/users that have not completed a prerequisite course for the class will not be added to the class or waitlist until the prerequisite has been completed.

Track class edit page

Next we'll assign a cluster to this track. In this example we'll assign the PM-Level 1 cluster to this track.

Cluster tab of track

Once a cluster is selected a screen appears with auto-enroll settings.

Cluster tab of class auto-enroll settings

Save changes and the association is complete. This will load all users who have PM0 set for their Project Management profile field into this track of classes in Project Management.

Cluster tab of track

Now all the users in the PM - Level 1 cluster are enrolled in the classes of the PM-Level 1 - Track 1 track. To view the users, select the Users tab at the top of the screen.

If users are added to a track, they are added to a curriculum that the track is part of; but if users are added to a class only, they must be added to the track (or curriculum) manually.

Setting up a Pre-Requisite Curriculum

In this next set of examples, we will set up a second curriculum that follows the first and leads to a second certificate. Completion of the first curriculum will serve as a pre-requisite for the second curriculum. The first curriculum used the completion grade to determine when a user passed a course - this curriculum will use completion elements to determine when a user passes a course rather than the total course grade as before.

One reason for doing this is that completion elements can provide more flexibility, for instance a completion element might be attendance at a face-to-face event, an online conference, etc.

The structure of the curriculum is described below:

Pre-Requisite Curriculum
The first step in setting this up is to set up the courses and assign them to the curriculum.

Taking the next course in the curriculum

Since in this example curriculum, the Preparing a project course is a pre-requisite for all the other courses in the curriculum, once the user has passed that course, they are able to sign up for the other classes in the curriculum. In the example below, user Chris Demo10 has passed the Preparing a project course by achieving the required completion grade.

passing the course

When user Chris Demo10 looks at the course catalog, now that they have passed the pre-requisite course, they see the classes that are unlocked by passing that course:

passing classes 2

Set pre-requisites for Curriculum 2

We'll set the courses up as we did previously, and then set the pre-requisites as we did previously. In this case, to make the Project Management Level One curriculum a pre-requisite* for the Project Management Level Two curriculum, we need to set the last course in PM L1 as the pre-requisite for the first course in PM L2. course pre-req

* Click on the courses tab at Curriculum Administration ► Curriculum ► Manage Curricula to set pre-requisites.