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ELIS 2.0 Manual

ELIS 2.0 Manual

Site: Remote-Learner.net
Course: Remote-Learner.net
Book: ELIS 2.0 Manual
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Date: Friday, 23 June 2017, 4:51 PM

Table of contents

Introduction to ELIS

Remote-Learner's Enterprise Learning Intelligence System for Moodle now with Moodle 2.1 support


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 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, hierarchies, and organizational structures
  • 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 seamless 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 Program Reports to view overall completion of programs, Site Usage to show overall 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:



Program Management blockUser sets 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 User Sets.

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.

Manage Multiple Course Programs and Learning paths
In Moodle, courses exist independently of each other in most cases1. Programs of study linking multiple courses are laborious to manage over the course of several years without an external management systems. There is not an easy way to show an official transcript showing student credit for a program of courses. This is not a failing of Moodle, rather Moodle is a course delivery system meant to work in tandem with other systems for program management, long term data storage and reporting. Often these other systems are called Student Information Systems, Management Information Systems, Human Resource Management Systems, etc.

ELIS provides this long-term management layer tightly integrated into Moodle, where programs of multiple courses can be linked together to give learners credit, certificates for programs of study or programs that lead to certification and/or demonstration of compliance with external and/or internal required knowledge.

For example, a company that needs to make sure all of it's employees have taken a program of required coursework in information security, diversity, and workplace rules. They can setup a program in ELIS, automatically enroll new employees in that program, and generate reports on employee progress. If a particular job function required specific training, in Crowd Control for a Public Safety Officer or CPR for a Nurse, managers and HR staff can run reports that demonstrate staff have the requisite skill set, enroll employees in theses programs as they are hired or change jobs.

In another example a Project Management Office might determine that only staff who have taken a set of project management courses are to be considered for internal advancement or assignment to manage large scale projects, and quickly generate a report on who has achieved this level of competency when positions open up.

In other cases, Remote-Learner customers use ELIS to manage recurring compliance courses, for example staff who need yearly re-certification of job skills. With ELIS' reporting and long-term data management, managers can also look at employee patterns of lifelong learning, as well as quickly see who is currently up-to-date on certifications and skills courses.

Identify Effective Programs/Teachers/Trainers:
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:
ELIS can also show improvement over time for the trainers/teachers themselves when your Learning Office undertakes 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.

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.

1. There is a co-requisite function which enables courses to be linked together in standard Moodle, however structures created with this do not have an easy way to propogate course or rollover programs. For example if sever courses are linked via standard Moodle co-requisites, there is not a one-step way to duplicate this structure. If two linked courses are backed up and restored, the restored courses remain linked to the original courses, and linkages would need to be manually redone, etc.

Overview of ELIS Concepts

Overview of ELIS Concepts:
  • Course Description (CD)
  • Class Instance (CI)
  • Program
  • Track
  • Learning Objectives
  • User Sets

Course Description (CD):

This defines the meta-data, credits, frequency, pre-requisites and co-requisites etc. for a course of study. This is a software implementation of the Course Descriptions that are frequently published in a Course Catalog or listing of required compliance, skill, or competency courses of a corporate Learning Office. In ELIS, in addition to containing information about the course, CDs also have settings that are used by the software to determine credits, learning paths, requirement status, and learning objectives. These settings are used in other parts of the program automatically. Users are not enrolled in CDs themselves, rather they are enrolled in Class Instances. There may be several (or many) instances of a CD. For example, the Course Description for Biology 101, might have four classes instances: Fall 09, Winter 09, Spring 09, Summer 09. Or an Introductory Sales CD might have class instances for different departments: Milwaukee Introductory Sales, Philadelphia Introductory Sales, etc. In documentation Course Description is often referenced as CD.

Class Instance (CI):

An instance of a Course Description. The CI is where students are enrolled, and where results are recorded and stored. Class Instances 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. A class instance can also have elements from a Moodle course and have elements recorded manually from face-to-face meetings or other external events, providing support for blended learning. A Class Instance is often referred to as a CI. The CD the CI is created from determines many of the settings for the CI, enabling batch creation of new CIs for a program via Tracks (see below) and the batch enrollment of users in a Program via User Sets.

Program:

A program in ELIS is a series or group of Course Descriptions. 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 complete a series of courses to get a certificate, to demonstrate their competency for a job, or to maintain their certification on a critical skill. Programs are used to define these series, independently of date or a particular set of users. By using ELIS Programs, a learning manager can batch create a new list of online Moodle courses and/or offline Classes for learners with a few clicks. For example a retailer needs to train new hires for the Holiday season. They have already set up a program from new hires, that contains CDs such as Closing the Store, Operating the Cash Register, Customer Relations, Workplace Behavior, etc. The Learning Manger can now create a new Track of this program, enroll all new hires in it via a User Set, and have all Class Instances (and associated Moodle courses) created automatically. New hires now see their list of classes when they login, and they and their managers can see their status in the New Hire Training Program. Reports can be generated showing who has completed the program, and notifications can be sent automatically to remind new hires (and optionally their managers) that they need to complete classes. Finally, an optional online (PDF) certificate can be generated so that new hires can demonstrate their completion of the program. Similar program structures can be used for any other field where completion of programs of study are important.

Track:

A track is a given instance of a Program - a set of Class Instances that are given on a particular schedule, with a particular set of users. Tracks are used to manage enrollments, start and end times, reports, etc. For example, ACME Co. has a training program that all employees must take for compliance with company information security policy. When a new office is opened in Scranton, PA. all new hires must take the Information Security program, so a new track of the program is created for Scranton staff. This can automatically create all class instances for that track, enroll all staff who work in Scranton, and provide the Scranton manager(s) with reports on how well their staff are doing in completing the program. Likewise, a track of a required program might be created for all new hires on a given date, worldwide. In any case where it is required that a group of users take a particular program of study, a track is quick way to create classes and manage enrollments for that program.

More Examples: MyUniversity.edu has a Program that leads to a certificate in online teaching. Each year, a new track is created with the classes of the program that will be taught that year.

In this example, a Program leading to an online teaching certificate is comprised of 3 CDs. In the 2009-2010 academic year, a track of this program is created, with specific classes leading to a specific certification for that year.

Program to track relationship

The program 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 catalog. A track of a program 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:
Course Descriptions are added to a Program to build a learning path, program of study, etc. Class Instances are the instance of a course that is being taught at a given time, date, with a given set of students, etc.

Learning Objectives:

Learning Objectives operate at the ELIS Course Description level as a method for assessing learner competencies, the key concepts or ideas that learners should take away from a course. They exist outside and above the Moodle course content level, at the ELIS Course Description level. Learning Objectives can provide flexibility for instructors - for example at the Moodle course leave one instructor might decide that a particular Learning Objective for the course would be met by a quiz, while another might decide it is met by a series of assignments. Learning Objectives also work with the ELIS Results Engine coming in the next release of ELIS 2. The Results Engine updates profile fields, enrolls in classes and/or tracks, etc. based on the results on Learning Objectives. Learning objectives also provide mileposts in the course for various ELIS Reports that measure learner progress, for example the Course Progress report that looks at the number of completed learning objectives as a measure of overall learner progress. Finally, Learning Objectives can be used with ELIS Class Instances that are not linked to Moodle courses, for face-to-face classes that have more than one assessment point. For example a face-to-face class where learners are assessed on attendance, performance on a oral presentation, and an on-paper test, can all be recorded in an ELIS class as Learning Objectives.

How are Learning Objectives different from Moodle 2 course conditional activities?
In addition to the points noted above regarding operation at the Course Description level and use in site level reports, Moodle's course level conditional activities and completion tracking are used to manage access to course content to manage learner flow through the content and track progress at the content level. For example an instructor might decide that learners can't take a quiz until they have completed an assignment, so they can set the quiz to be hidden until the assignment is completed. At the ELIS level completion of the the quiz and assignment together might be used to demonstrate that the student has achieved mastery of a particular concept, and so has completed one of the Learning Objectives of the course. As mentioned above, a different instructor might (if they have permission to edit the course content) decide that a different set of activities meet that same Learning Objective.

Learning Objectives support Pedagogical Flexibility:
Because Learning Objectives can be satisfied by scores in Moodle gradebook categories as well as individual activities, people building Moodle courses can also use Moodle's gradebook to set up the course so that completion of any of several activities meet a Learning Objective. This enables learners with different learning styles meet course objectives. For example someone building a Moodle course that provides the content for an ELIS Course Description mught set things up in the gradebook so that one learner can choose to satisfy a Learning Objective with an essay, one with a video assignment, and another might satisfy the same objective with a summative test.

User Sets:

User Sets are flexible site level groupings of users. They can be used to setup up hierarchies of users, for example to mimic an organizational structure. These hierarchies can be role and permission based, for example to give an adviser, sub-administrator, or manager permission to change user information, view reports on a specific group of users, manage Program, Class Instance, and Track enrollment, etc. User sets can also be setup purely for reporting purposes, for example to show the CPR certification status, of all Nurses for a Health Care organization, to show the level of competency on a company's Products for all Sales Staff, or to show the progress against state standards for all students of a particular school in a district.

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 menuBulk 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.

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

Default Results Engine Score Settings: Set default scores for the Results Engine.

User Set 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.

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

Default Course Description 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 Program 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. Below this link, not the ELIS scheduled task information - this lets you know the last time the scheduled procedures that update course information, reports, etc., have run.
  3. The "ELIS health page" link shows if there are any known issues with your ELIS site (cron not running, etc.). If you are having any problems with your ELIS site, the health page is the first place to check.
  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.

ELIS Health Check and Support

ELIS has an internal system for monitoring itself for problems known as the the Health Check. Problems are reported here, and in many cases solutions as well. The Health Check is accessed from the ELIS Administrator Dashboard.

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 check

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.

Example 1 solution:
Dashboard health problem solution

Example 2 solution:
Dashboard health problem solution

There is a 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 Dynamic Program Administration Menu:
ELIS has a dynamic 'tree' menu which enables users to navigate Programs or organizational structures. Programs can be complex; this menu is designed to make it easier to see the structure of a program and to navigate directly to the part of the program you wish to view or edit.

The ELIS Program Administration Menu with user sets at the top level displays:
  1. A top level organizational user set
  2. Two sub-clusters of the organizational cluster
  3. A program called Sales Training which is associated with a top level user set (in this case all users in Tampa Office User Set have access to the Sales Training program)
Program Management block

The menu can be set to show either Programs or organizational user sets at the top level. Which you will prefer will depend on how you use ELIS. Many organizations want to set up a functional hierarchy. For instance, user sets whose reports need to be seen by a regional quality control manager might set up a user set structure to facilitate that, and display that structure at the top level.

A company might set up User Sets and User Sub-Sets to match their regional and departmental structure, and want to view that structure at the top level.

Likewise, a content provider selling programs may want programs at the top level, in order to easily view which organizations have purchased which programs.


Click the Configuration link to set Program or User Sets at the top level:

Program Management block
  1. Set how many Programs or organizational user sets to show in the menu.
  2. Choose whether or not to show User Sets at the top level.
  3. Choose whether or not to show Programs at the top level.
Program Admin User Set listing


The ELIS Program Administration Menu with Programs at the top level displays:

Program Management block
  1. Program in the ELIS Program Administration Menu
  2. An expanded program showing Course Descriptions of a Program
  3. A track of the program
  4. Class Instances of the Track
  5. User Set associated to the Program




    Ordering items in the ELIS Program Administration Menu:

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

    Programs can be arranged using the Display Priority setting in the program Editing screen:
    Display Priority

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

    When there are several courses in a Program, they show up in the order that is set in their Position setting. Course Description Position can be edited in the Course Descriptions tab of the program editing screen:

    Program CD Menu
    1. Courses descriptions in the First Responder Certificate program
    2. The current Position settings for the courses
    3. Edit course position by selecting the edit pencil.
    CD details

    Set the Position of the course in the ELIS dynamic menu.

    User set Display Priority:

    When Organizational user sets are displayed at the top level of the ELIS Program Management Menu, their order can be managed via the User Set Display priority setting in the User Set editing screen:
    User Set Display Priority

    The User Sets are ordered according to display priority, with higher numbers shown before lower numbers. For example, a display priority of 2 will be shown before a display priority of 1.

    More information, see ELIS Organizational user sets.


    Program Administration Menu - User Set Groups & Role Synchronization

    User Set group settings - User Sets can be set to create groups and groupings at the course level and site level.

    See the discussion of User Set groups here for more information.

    Default Role Assignment Settings


    When users have permission to create new User Sets, Programs, Course Descriptions, Class Instances, or Tracks, they can be automatically given a role in the new User Sets, Programs, Course Descriptions, Class Instances or Tracks.

    For example, if a Program Administrator creates a CD, he or she can be automatically given a management role in the CD and therefore perform editing tasks within the CD. 

    Role Assignment
    1. If a role is selected here, then users are put in this role when they create a User Set.
    2. If a role is selected here, then users are put in this role when they create a Program.
    3. If a role is selected here, then users are put in this role when they create a CD.
    4. If a role is selected here, then users are put in this role when they create a CI.
    5. If a role is selected here, then users are put in this role when they create a Track.


    Enrollment Role Synchronization


    Role synchronization 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 CI, for example.

    Enrollment Sync settings
    1. Use the drop down menu to set the ELIS role that is synchronized to graded students in the ELIS CI (and associated Moodle course 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 CI (and associated Moodle course if one is selected).

    Example:

    Enrollment sync example

    In this example 3 students were added to the class via the standard 'Enroll Student' button while the 4th was added to the ELIS Roles tab for this class, and synchronized to the class enrollment list.

    Enrollment sync example 2
    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.
    enrollment sync 3
    1. Next, we add the student Justin to the roles tab
    2. and click Assign roles.
    Enrollment sync example 4

    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 could be used when a user needed to have special permissions within the ELIS Class Instance as well as be enrolled in the CI 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 and other activities in the Moodle class.

    Without synchronization, administrators were required to assign roles twice, in the enrollments screen and again in the roles tab.

    Constraints:

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

    Bulk user actions

    The bulk user actions view (ELIS Administration > Admin > Bulk user actions) lets you delete users or mark users as inactive in ELIS. 

    You can select the users being edited from all ELIS users or filter the users and then select from the filtered list. There is a Select all button and a Deselect all button at the top left hand corner of the user list. Select all selects all users on the current page, but does not select all users from all pages.

    To use a more advanced filter select the Show Advanced button in the filter section. The advanced filter lets you filter users by group, user set, program, active or inactive status, and other parameters.

    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 page

    Note that you can mark students as inactive in bulk, but changing them back to active must be done one student at a time as described below.



    Changing Inactive Users to Active


    If you want to change users marked as inactive back to active, go to the Program Management 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.

    Advanced filter options:
    Selecting active/inactive

    Example of filtered results showing inactive users:
    Manage Users Listing

    Navigate to the user edit screen and deselect the Inactive checkbox for the user. It is the last setting before the custom fields section.

    Manage Users List and ELIS Roles

    ELIS roles can be set up to determine which users are visible to other users in the Manage Users screen.

    For instance, if a user has been given an administrative role in a user set, that user can see only the users in the appropriate user set on the ELIS Manage Users screen.

    When a site administrator views Manage Users, he or she will see all ELIS Users on the site.

    Manage users screen
    Manager users screen viewed as site administrator


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

    For example, the user below has an administrator role in the ACME Software user set.

    Assigning an admin role in user set
    Assigning an administrator role in user set


    When he logs in, he sees only the ACME Software user set and user sub-sets.
    User set menu expansion
    Administrator view limited to ACME Software user set


    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 user set.
    Manage users screen
    Manage users view limited to ACME Software user set


    This user can search for and manage users only in the user set(s) to which he or she is assigned the administrator role.

    By using ELIS roles, you can now set up user roles with limited administrative functions or limited user sets. 

    Custom Fields

    Many users have expressed a need to add new information fields to different functional units within ELIS, such as programs, course descriptions, tracks, user sets, and user profiles. Custom fields have been used to add metadata, such as required textbooks, assessment types, and expiration dates, to programs and course descriptions. For class descriptions, custom fields might include room numbers, days of the week, and directions to the course location. Class description instance custom fields can also be used in the new Class Description Instance Request block.

    User custom fields might also be used to collect user data not provided for in the standard form (for example job title or work skills) and these fields can be used for user set assignment, as well as in the profile update survey.

    Custom Fields in the PM Menu
    The Custom Fields screen enables the creation of fields for:
    • Program
    • Track
    • Course description
    • Class instance
    • User
    • User set
    When a custom field is added to one of these areas it will be shown on the editing screens.

    To add a new custom field, click on the tab for the appropriate ELIS Context. In the example below we will add a couple of new fields to the program context.

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

    Create custom field category button

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

    Creating category screen

    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.

    Create custom field button

    In the following images the Show Advanced button was selected. It is located on the right side of the form.

    Creating custom field screen
    1. Enter 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. Enter the field name. 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. Enter any optional information about the field.
    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 program) can enter or edit for the program. 

    Custom field data types 

    There are six different 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 is a number with decimals, for example "1.1".
    • Boolean is a Yes/No radio button.
    • Date/Time is chosen using drop down menus.
    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 (Program, track, Course Description, Class Description, User Set, 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 Program Administrator role, and one of the permissions given to that role is permission to edit Programs, then any user in that role in the current Programs can edit the values of the field. This setting enables site administrators to finetune 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 Description fields.
      • Manually entered list (below) - this option is referring to the menu option list shown by #7 in the image.
      • Moodle themes - this selection provides a drop down menu of the Moodle themes on the site. A default theme can be selected when creating/editing the custom field.
      • Completion elements - this option is available with Course Description/Class Instance custom fields only.
      • User Set Classifications - this option is available with User Set 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.
    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 Program setup page, the user can select from a list of choices when setting up the Program.

    Custom program fields

    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 Access

    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.
    Custom Field Editing
    1. Click this to edit the category
    2. Click this to delete the category and all fields
    3. Click this to to edit the field
    4. Click this to delete the field
    Finally, when setting up new items in a context, such as new Programs, 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 Instance meta-data from the user requesting a Class Instance.

    Examples of Custom Field Types

    To access the Custom fields go to the Program Management 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. Custom fields are added to categories, if there isn't a category on the page one will need to be added.

    Custom Fields

    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 field on add track page

    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.

    Custom field on add track page


    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.

    Custom field on add track page


    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.

    Custom fileds on add track page


    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 fields on the add track page


    5. Password Input


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

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

    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. User sets use Moodle profile fields to auto-assign users to user sets.
    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 Program Managementz block > Admin > Custom Fields > User tab. Select the Moodle field that will be used to create this field.

    Creating password 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 user set. The user set is being auto-associated with the Moodle profile field "Password Input" and the password "1234". Other user sets could be created and assigned different passwords, e.g., 12345.

    Adding user set with password auto-association

    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 user set. The user set could be auto-associated with programs/tracks - auto-enrolling users of the user set in programs, tracks, and classes.

    Configuration

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

    Configuration screen:
    Admin Configuration 1-5
    1. Track Settings: Turn off user defined tracks: Selecting this checkbox will eliminate access to tracks. In the Program Administration block, the Manage Tracks link will not be visible in the Program folder. Tracks already added to the site are still available if this is turned back on.
    2. Learning Plan: Turn off Learning Plan: Users will not be able to see the Learning Plan folder in their Progress Reports block and the Dashboard will not work.
    3. Number of Programs to display before automatically collapsing: This is referring to a users view of Programs in their Learning Plan folder. In collapsed view, Programs only show the title. In expanded view, the courses in the Programs are also shown. The user can also expand and collapse the view of Programs in their Learning Plan folder manually.
    4. Enable Program expiration: This enables Program expiration. The Program expiration can be set for each Program in the manage Programs screen. The expiration settings are not required, they can be left blank if there is no expiration.
    5. Calculate Program expiration based on the time a student: There are 2 options in the drop down menu for this setting. The "enrolled into a Program" setting calculates the Program expiration based on when the student was enrolled into the Program. The "complete a Program" setting calculates the expiration based on when the student completed the Program.
    Certificate Configuration
    Certificates
    1. Disable Certificates: Select this checkbox to disable certificates.
    2. 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 Program. You can add more border images by uploading them to your moodledata directory under the directory Program/pix/certificate/borders/.
    3. 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 Program. You can add more seal images by uploading them to your moodledata directory under the directory Program/pix/certificate/seals/.
    There is more information about certificates in the Program section of this book, link to the page.

     Interface Configuration
    Interface Settings
    1. 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.
    2. Redirect users accessing My Moodle to the Dashboard: This will send users directly to the ELIS Dashboard.
    Configuration user settings
    User Settings
    1. 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.
    2. 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.
    3. Force unenrollment in Moodle course:
    Configuration Project Management block settings
    Project Management Block Settings
    1. Number of entity icons to display before collapsing: A set amount clusters and Programs can be displayed in the Program Administration block, this setting must have a value of at least 1.
    2. Display Clusters as the Top Level: This will display clusters in the first branch of the menu tree in the Program Admin block.
    3. Display Programs as the Top Level: This will display Programs in the first branch of the menu tree in the Program Admin block.
    Configuration default role assignment settings
    Default Role Assignment Settings
    1. Default User Set Role: This is the default role to assign to a Program Management user in any user sets they create. To disable this functionality, select "N/A" from the list.
    2. Default Program Role: This is the default role to assign to a Program Management user in any programs they create. To disable this functionality, select "N/A" from the list.
    3. Default Course Description Role: This is the default role to assign to a Program Management user in any course descriptions they create. To disable this functionality, select "N/A" from the list.
    4. Default Class Instance Role: This is the default role to assign to a Program Management user in any class instances they create. To disable this functionality, select "N/A" from the list.
    5. Default Track Role: This is the default role to assign to a Program Management user in any tracks they create. To disable this functionality, select "N/A" from the list.
    Configuration auto-create settings
    Auto-create Settings
    1. Moodle courses with unknown status 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.
    Configuration enrollment role sync settings
    Enrollment Role Sync Settings
    1. 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.
    2. 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.
    Configuration user set group settings
    User Set Group Settings
    1. Allow course-level group population from clusters: Enabling this setting allows the Program Management system to automatically add users to groups in Moodle courses based on cluster membership. Groups will be created as needed.
    2. Allow site-level group population from clusters: Enabling this setting allows the Program Management system to automatically add users to groups at the site level based on cluster membership. Groups will be created as needed.
    3. Allow site-level grouping creation from cluster based groups: Enabling this setting allows the Program Management system to automatically add groups to groupings at the site level. Groupings will be created as needed.
    Configuration legacy settings
    Legacy Settings
    1. Show inactive users: If this setting is enabled, inactive users will be displayed in user listings that cannot be filter based on the user's inactive flag. This setting replicates the behavior of previous versions of ELIS, and should not be used unless you specifically need the system to behave this way.

    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 Program Management block > Admin > Notifications.

    Notifications settings link

    Filtering who Notifications are sent to using ELIS Roles:


    Users in ELIS contexts such as user sets can be notified of specific events in their organizational user set.

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

    Class enrollment notifications
    1. This will send the notification to the user - in the above example the user who enrolls in the ELIS class instance.
    2. This sends the notification to users at the system level who have the "Receive class instance enrollment notifications" capability in their role.
    3. This sends the notification to users who have the "Receive class instance enrollment notifications" capability enabled at the organizational user set or user contexts. For example a User Set Administrator gets notified when users in her/his user set enroll in class instances if the the role the administrator is assigned in the user set has the "Receive class enrollment notifications" capability enabled.
    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 instance, and ELIS will automatically insert the name of the class instance where you place the %%classname%% variable in the message. Note: ELIS notifications do not change according to a user's language preference, the notification message shown in the text box is the message the user will get by email.

    Example Notification Setup:


    To set this notification up:

    1. Go to the Settings block > Site Administration > Users > Permissions > Define Roles:
    Define role link

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

    Permission screen for class enroll notifications

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

    Roles tab of a user set

    4. For example, click the User Set Admin role from above on a user set's Roles tab.

    Assigning role in user set

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

    6. Now this user will be notified when users in this user set 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 permissions settings for notifications should resolve the issue. To edit role permissions go to the Settings block > Site Administration > 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.

    Notifications are sent out via Moodle messaging and email. By default a user has to be logged out for at least 5 minutes before they will receive email notifications, Moodle messages are always sent by default. Users can change there notification settings by going to the Settings block > My profile settings > Messaging > Program Management notifications. There each user can set there Moodle message/email settings for when they are logged in and when they are offline.

    Notification Variables:


    Variables used:
    • %%userenrolname%% - This is the name of the user being enrolled in a class instance, the user completing a class instance, etc.
    • %%classname%% - This is the name of the class instance the user is being enrolled in, the class instance the user is completing, etc.
    • %%curriculumname%% - This is the name of the program 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 description 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 Instance Enrollment:

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

    Class enrollment notifications
    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 user set or user context is notified when a user enrolls in an ELIS class instance.
    4. This is the message template for this notification.
    Example - an ELIS class instructor is notified that a student has enrolled in his class instance.


    Class Instance Completion:

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


    Class Instance Not Started:

    Class not started notifications
    1. If this is checked a user who is enrolled in an ELIS class instance is notified when they have not started the ELIS class instance by the number of days set. To determine if a class instance is started, ELIS checks whether a user enrolled in a class instance 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 instance. 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 instance.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that a user has not started an ELIS class instance.
    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 instance.
    Example - an adviser is notified that a student has not started a class instance by the allotted time.


    Class Instance Not Completed:

    Class not completed notifications
    1. If this is checked, then a user is notified when he/she is enrolled in an ELIS class instance and has not completed or been marked as complete in the ELIS class by the number of days set.
    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 instance.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that a user has not completed an ELIS class instance.
    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 instance 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 instance by the allotted time.


    Program Completion:

    Program completed notifications
    1. If this is checked, when a user completes a program, 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 program.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that the user has completed the program.
    4. This is the editable message template for this notification.
    Example - a curriculum administrator is notified each time a student completes his curriculum.


    Program Not Completed:

    Program not completed notifications
    1. If this is checked, then a user who is enrolled in an ELIS program, and has not completed or been marked as complete in the program 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 program.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that the user has not completed the program.
    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 program ends to send the message.
    Example - an organizational manager is notified about students she is responsible for who are not completing their assigned programs in the specified amount of time for the program to be available.


    Track Enrollment:

    Track enrollment notifications
    1. If this is checked, then a user who is enrolled in an ELIS program 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 user set 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 Description Expiration:

    Course expiration notifications
    1. If this is checked, then a user who is enrolled in an ELIS program that has an expiration date, is notified that their certification is for completing the course description 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 description is expiring.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that a user's certification is for completing a course description 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 description expires to send the message.

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



    Program Expiration:

    Program expiration notifictions
    1. If this is checked, then a user who is enrolled in an ELIS program that has an expiration date, is notified that their certification is for completing the program 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 program is expiring.
    3. If this is checked then a user in a role that has this capability in an organizational user set or user context is notified that a user's certification is for completing a program 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 program expires to send the message.
    Example - a nurse who is certified as being current on a procedure for one year after completing a program 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 Description/Class Instance Settings

    This enables the ELIS administrator to set system-wide default settings for new course descriptions and class instances. To set default course description settings go to the Project Management block > Admin > Default Course Description Settings.

    Default course description settings

    To set default class instance settings go to the Project Management block > Admin > Default Class Instance Settings.

    Default class intance 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/User Set, program, 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 user set can see only the users of her user set 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/user set name, program, active/inactive, and by ELIS custom profile fields.

    Advanced filter options:
    Manage users 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 profile fields.

    ELIS user profile:
    Adding user screen displaying ELIS profile fields
    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 Program Management block > Admin > Configuration.

    Admin configuration link

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

    User settings on configuration page

    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 username can not be edited.

    Edit user screen in ELIS

    Profile Fields

    Link to Moodle profile field pageA powerful feature of ELIS is the ability to auto-assign users to user sets by looking at data in the user's custom profile fields. The user set 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 user sets, programs, tracks, and classes by their custom profile field settings.

    In ELIS 1.8 users can be assigned to user sets 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 Settings block > Site Administration > Users > Accounts > User profile fields.

    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:
    Link to create Moodle profile field category

    Next we give the category a name and save changes.

    Creating Moodle 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:
    Link to create a menu of choices profile field

    Start by giving the profile field a short name and name. Adding a description is optional.
    Creating a 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.
    Creating menu of choices profile field

    For this example the field will be locked so users can not change their Project Management Level setting. I've entered the menu options none, PM0, PM1, PM2, PM3, PM4, and PM5. The options all map to different levels of Project Management in the program. Later, in the User Set section of this book, we will associate menu options to user sets.

    Default Value


    To have all users in the system have their Project Management Level profile field automatically start at "PM1", we would enter "PM1" 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 "none" as the default value would be a better setup.


    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 user profile fields

    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 user sets via text entry fields. This opens up a great deal of flexibility on how users can be assigned to user sets, and thereby assigned to programs, 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 user set.

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

    Moodle profile field link

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

    Link to add text input Moodle 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 text input passcode 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 pass code for automatic enrollment.

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

    Creating text input passcode field version 2

    Click "Save Changes" to save the new field.

    View of newly created pass code field

    Setting up a user set and linking it to the "Pass Code" profile field.

    Next, we'll set up a user set with a value for the profile field we just created above. To create a user set go to the Program Management block > Users > Manage User Sets.

    Manage User Set link

    Next click the "Add User Set" button.

    Add Uset Set button

    In the user set creation screen enter:
    1. Name: Pass Code
    2. Description
    3. Auto-associate users with Moodle profile field: Select the name of the profile field we created from the menu of choices, Pass Code.
    4. Once the pass code field is selected a text box appears where the pass code/password can be entered. The password is "text". This means that all users who enter "text" in their "Pass Code" profile field will be automatically enrolled in the user set.
    Create user set screen

    Select the Save changes button to create the new user set.

    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). 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.).

    next

    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.

    User icon of user set

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

    Users tab of user set

    In practice:

    A few ways you can utilize the example above:
    1. You could have several user sets 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 user set. If the user set is linked to a program as described below, the users would be automatically added to the program 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 user set (and thereby programs, courses, tracks, etc.) when they enter a particular name. For example all the users from ACME Corp. could go in a user set, 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 Program Management block > Admin > Custom 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.
    ELIS custpom fields users tab

    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.

    ELIS custom field users tab

    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.

    ELIS custom fields users tab

    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 Settings block > Site Administration > 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".

    Creating Moodle profile field

    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 of CSV upload

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

    Upload users link

    A pop-up window will open for selecting a file to be uploaded. The following image demonstrates selecting a desktop file. Select the "Upload this file" button to return to the Upload users screen.

    Upload users choose a file pop up window

    On the Upload users screen select the "Upload users" button.

    Upload users link with selected file

    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 users settings

    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 then id numbers will be manually added to add the users to ELIS as well. Users are only created in ELIS if they have id numbers, users can have id numbers automatically created from their username if set in the Program Management block > Admin > Configuration > User Settings. All information from CSV upload is applied to the users as soon as the upload is complete.

    Uploaded users results


    User Set Assignment with Profile Fields


    Users can be automatically assigned to user sets by custom Moodle profile fields. In the example above we created a profile field, Math Level, and assigned the 4 users the value ML4 for that profile field. Next we will create a user set and automatically associate all users with their Math Level profile field set to ML4.

    Creating user set associated to profile field

    Once the user set is created, all users that have their Math Level profile field set "ML4" are automatically assigned to the Math Level 4 user set.

    Users tab of user set

    If we want to move the users to another user set we can do that by updating user data via CSV upload. For example, change the custom profile field Math Level to ML5 for a couple users in the file, have that value auto-associate to another user set.

    Uploading 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 "Other 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 User Sets

    Organizational User Sets in ELIS:
    Organizational User Sets in ELIS provide users new ways to organize their programs by enabling nested hierarchies of organizational user sets.

    For example, the corporate organization below, we have a corporate structure mapped to ELIS- with the ACME Software containing user sub-sets 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 Program to the ACME Sales Associates user set.

    Program Management block menu expansion example


    Organizational User Set Settings:

    User set settings
    1. User Association: Users can be auto-associated to the user set via Moodle profile fields.
    2. Classification: User Sets can be given different sets of default settings via the new Classification functionality (see below). All user sets 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 users sets into categories that match their function, for example top level user sets might be an Organization, while user sub-sets might be a unit, division, school, or department.
    3. Display Settings: Set the priority for the user set, the user set with the highest number will be displayed first in the Program Administration block. For example, a user set with priority 2 will be displayed before a user set with priority 1.
    4. Themes: Different user sets 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.
    5. Group Association: If the corresponding configuration setting for User Set Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each user set, and user set users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.

    Other organizational user set features:


    User Sets are site wide (organizational) groups. You can add users to a user set either manually or automatically via their custom profile fields.

    User Sets can be used to assign users to programs and tracks.

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

    When a user set is associated with a program, all users in that user set are associated with that program. User Sets can be assigned to programs at the user set screen and at the programs screen.

    User Sets can be associated with tracks - When a user set is associated with a track, all users in the user set that can be enrolled in tracks/classes will be.

    User Sets can be used to create groups in Moodle courses.

    User Set classification - organizational user sets 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 user set level.

    Creating User Set Classifications

    A User Set Classification is assigned to a user set when the user set is created. This gives the user set the settings for that classification. To add a user set classification go to the Program Management block and select Admin > User Set Classifications and then select the Add User Set Classification button.

    User Set Classification page

    1. Enter a Short name and Name.

    2. Auto-enroll users in programs - This should be checked if users from the user set will be enrolling themselves in classes. Enrolling users in a program gives them access to the courses of the program, and the user could then enroll themselves in a class instance.

    3. 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 user set to a track, the users can be auto-enrolled in classes, if the classes are set to auto-enroll for the track.

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

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

    6. Not available in first couple ELIS 2.0 releases. Automatically create an Alfresco shared organizational folder - This feature should only be enabled if the user sets being assigned the classification should have Alfresco share folders created.

    7.Default classification for child user sets - Select the default classification that will be assigned to child user sets or user sub-sets.


    Example


    In some instances you may only need one user set classification for a site, for other instances you may need several. For example, a site is offering training courses to several companies, with each company having several divisions. In this instance we want to create at least two user set classifications:
    1. Organizational user set classification - this will be the classification assigned to companies. Each company will have one organizational user set.
    2. Regular user set classification - this will be the classification assigned to the divisions of the companies. These user sets will have users assigned to them and be used for auto-enrolling users. Each one of these user sets will be a user sub-set of an organizational user set.

    Displaying User Sets in the Program Admin Block

    Links to user sets can be displayed in the top level of the Program Management block. In this scenario the user sets will be shown in the 1st level, user sub-sets would be shown in the 2nd level, etc. This allows all the user sets of an organization to be displayed on one screen. The programs, courses, tracks, and classes that are associated to user sets/user sub-sets 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 Program Management block > Admin > Configuration > Program Administration Block Settings. The settings are described and shown below:
    • Number of entity icons to display before collapsing: A set amount of user sets and programs can be displayed in the Program Administration block, this setting must have a value of at least 1. In the image below this is set to 2, so up to 2 organizational user sets and/or programs will be shown in the Program Administration block before they automatically collapse. If this was set to one then only the first organizational user set would be shown.
    • Display User Sets as the Top Level: This will display organizational user sets in the first branch of the menu tree in the Program Administration block. If this checkbox isn't selected users sets will not be shown in the Program Administration block. The second image below demonstrates this. ACME Software and ACME Mining are displayed at the Top Level. User sub-sets of the organizational user set will be the 2nd level. User sub-sets of user sub-sets would the 3rd level.
    • Display Programs as the Top Level: This works the same as the user sets above. If both programs and user sets are selected, then user sets will be shown before the programs, but both will be in the top level. Programs are not displayed in the top level in these examples.
    Program Management Block Settings

    The example in the image below is showing 2 organizations in the top level, ACME Software and ACME Mining. ACME Software's 2 user sub-sets are shown in the 2nd level.

    User sets displayed in the Program Management block

    The programs, course descriptions, tracks, and class instances associated with user sets will be shown in lower level branches of the user set menu tree. For example, if the ACME Software user set had a program assigned to it, it would be shown below the 3 user sub-sets at the 2nd level. If the user set is also associated to a track of that program, then it would be shown as a sub-level of the program, or the 3rd level of the organization user set. The following image has an example:
    1. When the ACME Software organizational user set is expanded, the user sub-sets are shown
    2. When the Sales Associates user sub-set is expanded, the associated program is shown
    3. When the Sales Training Program is expanded
    4. Course descriptions of the program are shown
    5. The track is shown, which is an instance of the program
    6. When the track is expanded the class instances of the track are shown.
    Program Management block menu expansion example

    Display Priority

    The display priority for user sets in the Program Management block can be set with the User Set Display Settings when adding/editing a user set. The user set with the highest number will be displayed at the top of the list, lowest number at the bottom. For example, if there are user sets with display priorities 0-5, 5 will be at the top of the list and 0 will be at the bottom.


    Adding User Sets

    To create or edit a user set, go to the Program Management block > Users > Manage User Sets. To add a new user set, select the Add User Set button.

    Add User Set button

    Adding a user set:
    1. User Set name and description - Both of these entries are shown in the list of user sets on the Manage User Sets screen.
    2. User association - User association to a user set can be done either automatically, or manually. To assign users to a user set automatically, you can select Moodle custom profile fields to automatically assign users (for instance all Math students to a Math user set, or all Administrator trainees to an Administrator trainee user set). User Sets can be assigned off of one profile field or a combination of two. If user sets 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 user set and save changes to update the field names.
    3. User Set classification - Site administrators can classify organizational user sets into categories that match their function, for example top level user sets might be an Organization, while user sub-sets might be a unit, division, school, or department.
    4. User Set Display Settings - This controls the display order of user sets in the Program Administration block. The higher the number the higher the user set will be displayed in the block menu tree. For example, if there are user sets 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.
    5. User Set Theme - Different user sets 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. Associated Group - If the corresponding configuration setting for User Set Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each user set, and user set users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.
    Add a user set screen

    Adding User Sub-sets


    Once a user set has been created, user sub-sets can be added by going to the User Subsets tab of the user set. User sub-sets can only be created by accessing the User Subsets tab of an existing user set. Once on the User Subsets tab, follow the same steps for adding a regular user set. Start by selecting the Add User Set button. The following user set, ACME Corp, has 3 user sub-sets added already.

    Example of user sub-sets

    User sub-sets can be accessed from the "User Subset" tab of the parent user set or the Program Administration block can be configured to display user sets and their user sub-sets. The settings to configure the Program Management block are located in the Program Management block > Admin > Configuration > Program Administration Block Settings. In the next image the "Number of entity icons to display before collapsing" is set to 3.

    User sub-sets displayed in Project Management block

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

    Deleting user set with user sub-sets message


    Auto-Associating Users to User Sets


    Users can be auto-associated to user sets by associating Moodle profile fields with the user set. The following example demonstrates auto-association for a user sub-set:
    1. The user set is associated to the Moodle profile field Acme Corporation.
    2. The user set is associated with a specific value for a profile field. This is a menu of choices profile field and the value assigned to this user set is "acme_sales". Users assigned the acme_sales value for the Acme Corporation profile field will be automatically assigned to this user set. 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 user set can be auto-associated with 2 profile field values. This user set is not using the second option. If a user set is associated with 2 profile field values, then users would need to be assigned both profile field values to be automatically assigned to the user set.
    Auto-association settings for user set


    Assigning Users to User Sets Manually


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

    User tab of user set

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

    Screen to manually select users for user set

    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.

    Screen to assign users to user set

    Selecting the Submit button will add the selected user(s) to the user set.

    User tab showing user manually added to user set

    Programs and tracks can also be associated to the user set. Select the Programs or Track tabs across the top of the screen, use the drop down menu to add them.


    Editing User Sets


    Manage User Sets

    1. Add a new User Set using the Add User Set button
    2. User Sets can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
    3. This opens the tracks tab for the User Set, where the User Set can be assigned to Tracks, and track assignment can be edited.
    4. This opens the Programs tab for the User Set, where the User Set can be assigned to Programs, and Program assignment can be edited.
    5. This opens the Users tab for the User Set, where users can be assigned and removed from the User Set, and the users automatically assigned to the User Set via profile fields can be viewed.
    6. This deletes the User Set (there is a confirmation question you must say yes to before the User Set is deleted).

    Note that while currently user sets can be assigned to programs, it is recommended practice to assign user sets to tracks.

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

    Creating Groups in Moodle Based on User Sets

    Creating Groups in a Moodle Course Based on User Sets


    1. Enable the following setting:
    • Program Management block > Admin > Configuration > User Set Group Settings section:
      • Allow course-level group population from User Sets: Enabling this setting allows the Program Management system to automatically add users to groups in Moodle courses based on User Set membership. Groups will be created when the first user from a user set is added to a Moodle course.
      • Note: Be cautious when enabling this setting, as it will cause the Curriculum Management system to immediately search for all appropriate users across all necessary user sets, 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 program with the ELIS course.
    • A track from the program 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 User Set Classification. Go to the Program Administration block > Admin > User Set Classifications and select the Add User Set classifications button. Enable "Autoenrol users in groups" and "Autoenrol users in groupings".

    User Set classification

    4. Create a user set. Assign the user set the new user set classification. Enable the "Associated" Group settings. Once the user set is created go to the Users tab and assign users to the user set.

    Creating a user set enabling group settings

    5. Assign the user set to the track. Go to the Tracks tab for the new user set and assign the track created above to the user set, enable auto-enroll.

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

    User Set course group


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

    Example:

    For example, if there is a user set named "ACME Sales", then whenever users in that user set 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.



    Front Page Groups and Groupings:


    Creating/populating front page groups based on user sets:

    1. Go to the Program Management block > Admin > Configuration and enable the "Allow front page group population from User Sets" setting.
    2. Create 3 users and assign them the system level Authenticated User or Guest role (assign system level roles on Settings block > Site Administration > 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 user set, select the checkboxes for settings "Enable Corresponding Group" and "Autoenrol users in groupings".
    4. On the User Set's Users tab add the 3 users to the user set.
    5. On the Project Management block > Admin > Front page groups, a group with the user set's name has been created and the users of the user set 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 and groupings links
    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 user sub-set 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 user sets or user sub-sets (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 user sets, 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 user set (note that only user sets that have the settings checked to create groups as described below will be visible in the drop down).

    User Set Themes

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

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

    The theme priority is used when a user is assigned to more than one user set 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 user set with theme priority of 3 will be shown before a user set with theme priority of 2.

    User set with brick theme

    A user assigned to this user set will see the brick theme when logging in to the site.

    ELIS site

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

    Remote-Leanrer theme login

    Assigning Roles in User Sets

    To assign roles in a User Set, select the Roles tab. The roles available for assignment and the users that can be assigned a role will depend on the user permissions. A site administrator 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 User Set Administrator role.

    User set Roles tab
    1. The roles screen shows a list of roles available, each role links to a list of users you can select for that role.
    2. Select a role to go to the role assignment screen, where you can assign users to this role within the User Set.
    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.

    User set Roles tab assigned link

    This user list works the same as the user set user list. You can select a user/users then assign them to the user set at one time.

    User set Roles tab unassigned link

    Once the users have been selected, 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. Selecting that number links to the list of users in the role, where they can be removed or additional users can be added.

    Organizational User Set User Management

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

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

    In the example below, the user Steve is assigned as the User Set Administrator Role in the ACME Software user set.

    Assining a role in user set

    Because he has this role, when Steve logs in he sees the Manage Users and Manage User Sets links(1):

    Manage users screen

    When he clicks this, he sees the users in his user set(2), and can edit those users(3):
    Manage users screen

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

    User Set 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. In ELIS 2.0, the Cluster Reporter is now the User Set Reporter.

    The User Set Reporter role described below now gives a user access to reports for a user set of users. A major advantage of the new method is that many more reports are now available to the User Set Reporter role - they only see the data for users in their own user set; they can see this data on all of the ELIS reports below:

    • Programs Report
    • Course Completion by User Set 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 User Set Reporter Role


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

    Creating user set leader role

    Then scroll to the permissions, ELIS Report section. One permission is allowed for this role:
    • View ELIS reports - block/php_report:view
    Permissions screen for user set leader role

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


    Assigning the Role in User Sets


    Now assign the role to a user in a user set or user sub-set. This example is demonstrating a user being assigned the role in a user set, ACME Software. Go to the Roles tab of the user set and select the role to be assigned from the Name column.

    User set Roles tab

    Once the link to the role is selected a screen opens with a list of users to add to the role.
    1. Select the Unassigned link
    2. Select the user to assign the role to
    3. Select the Assign roles button at the bottom of the page.
    Unassigned link of role assignment screen

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

    The following image shows the Course Completion by User Set Report filter, the user can generate a report for the user set they are assigned the User Set Report role in, and for the 2 user sub-sets as well.

    Course completion by user set report

    The next example shows the Individual User Report, the user may generate a report for users of the user set and the user sub-sets. In the image below Steve Zissou is assigned the User Set Reporter role. The other users listed are either in the ACME Software user set or one of its user sub-sets.

    Individual User report filter


    Assigning the Role in User Sub-Sets


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

    This role will be called the User Sub-Set Reporter, it will have two permissions enabled:
    • View ELIS reports - block/php_report:view
    • View User Sets - elis/program:userset_view
    Now that the role has been created we navigate to the Roles tab of the user sub-set and assign a user to the User Sub-Set Reporter role. When the user assigned the role logs in, they will be able to access reports for the user sub-sets and its users.

    Note the difference in capabilities between this role and the previous role. This role enables a user to navigate to the user set they are assigned the role in via the Program Management block.
    1. The Users > Manage User Sets link is available when the "View User Set" permission is enabled.
    2. The Manage User Set link will open the Manage User Set screen. Only the parent user set will be visible on the screen. Selecting the parent user set will open a screen where the user sub-set can be linked to from the User Sub-Set tab. Note that when viewing the parent user set, the Users tab will not be available. It will only be available in the user sub-set the user is assigned the role in.
    View of user with the User Sub-Set Reporter role

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

    Without the "View User Set" permission being enabled for this role:
    • The user sub-sets will not be visible in the user set drop down windows in report filters. This is because the user is only assigned the reporter role at the user sub-set level, and the parent user set has to be visible to see the user sub-set in the drop downs.
    • The reports that filter by users, not user sets, will work the same way - the user only has access to users of the user sub-set they are assigned the role in.
    This User Sub-Set role isn't necessary if a user is assigned a reporter role in just one user sub-set. This would mean the user won't be able to select the user-sub-set in the report filters, but it doesn't matter. The report will still generate report data for just the users of that user sub-set because that is all the user has permission to view, so filtering by user sub-set 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 user sets (as well as in programs, courses, tracks, and classes).

    User Set Administrator Role

    The User Set Administrator role limits the users an administrator can manage to just the users in user sets where they are assigned this role. Users assigned this role in a user set will have the same permissions for user sub-sets of the user set.

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


    User Set Administrator Role


    To create a new role go to the Settings block > Site Administration > 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 ELIS Program section of the role permissions screen:
    1. Associate program management items - elis/program:associate
    2. Manage user set's users' class instance enrollments - elis/program:class_enrol_userset_user
    3. View class instance - elis/program:class_view
    4. View course description - elis/program:course_view
    5. Manage User Set's users' program enrollments - elis/program:program_enrol_userset_user
    6. View program - elis/program:program_view
    7. Manage User Set's users' track enrollments - elis/program:track_enrol_userset_user
    8. View tracks - elis/program:track_view
    9. Manage User Set's users' user sub-set membership - elis/program:userset_enrol_userset_user
    10. Only assign roles in a User Set to User Set members - elis/program:userset_role_assign_userset_users
    11. View User Set - elis/program:userset_view
    Other useful permissions for a user set 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 - block/php_report:manageschedules
    2. Schedule ELIS reports - block/php_report:schedule
    3. View ELIS reports - block/php_report:view
    Since the user set administrator is assigned the report permissions in a user set context, they will only be able to produce reports with users assigned to user sets where they are the user set administrator. The reports available will also be limited for the this user set administrator role.

    Once the permissions are set, save the new role. Now users can be assigned the User Set Administrator role in user sets.

    Go to the Roles tab of the user set a user will administer and select the role you want to assign the user to from the Name column.

    User set Roles tab

    After selecting the role a screen opens with assigned/unassigned users for the role in the user set:
    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 Assign roles button to finish.
    User set Roles tab unassigned link


    Login As User Set Administrator


    When the user set administrator logs in they will be able to access the user set from the Program Management block, shown in the image below. In this example the user could link to the ACME Software(1) user set directly or use the Manage User Sets(2) link. In this example the test user selected the Manage User Sets link.

    View of user set administrator

    The reports available to the user also depends on the permissions. With the 15 permissions set to allow for this role, a user assigned this role in a user set would have access to generate the following reports with data for the user set, user sub-sets of the user set, and users of the user set and user sub-sets:
    1. Programs report
    2. Course Completion by User Set 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

    Program Administrator Role


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

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

    ELIS Program section
    1. Associate program management items - elis/program:associate
    2. Create class instance - elis/program:class_create
    3. View class instance - elis/program:class_view
    4. Create course description - elis/program:course_create
    5. View course description - elis/program:course_view
    6. Create program - elis/program:program_create
    7. View program - elis/program:program_view
    8. Create track - elis/program:track_create
    9. View track - elis/program:track_view
    Now the user assigned the user set administrator role above will be assigned the new program administrator role in a program.

    Copy Program to User Set

    On the Program tab of the user set use the Copy Program button to copy a program and associate it to the user set.

    Linking to the program means that any changes to the program (class instances added, etc.) will be visible by all user sets that are linked to the program.

    If the Program is copied to the User Set, then a duplicate of the program is made, and added to the user set.

    Program tab of user set, Copy Program button

    When the Copy Program button is pressed, a list of programs that can be copied are shown:
    Copy program settings

    1. The list of programs from which you can choose to copy - check the 'Add' box to select a programs for copying.
    2. If this is selected, tracks are copied also.
    3. If this is selected, course descriptions are copied also.
    4. If this is selected, class instances 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 course descriptions 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 description - this will maintain a link to the existing Moodle course.

    Using user sets to auto-enroll users in programs/tracks

    From the manage user set screen you can select the Tracks or Programs tabs for the user set and associate an existing program/track to the user set.

    Tracks and Programs tabs of user set

    When a program/track are selected to be associated to the user set a screen appears with auto-enroll settings for the program/track.

    Selecting track for association to user set

    Select the Save changes button when finished and the program/track will be associated to the user set.

    Auro-enroll settings for user set-program association

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

    Note:
    Once a user has been auto-enrolled in a program or track via association with a user set, the user can not be unenrolled from the program/track by:
    1. Deleting the user set
    2. Removing the association between user set and program/track
    3. Removing the user from the user set
    The user has to be unenrolled from the program or track directly. For example, go to the Users tab of the program/track and remove the user from the list.

    ELIS Programs

    Programs in ELIS enable you to group Course Descriptions in various ways. Often, a group of Course Descriptions 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 Course Descriptions of a Program.

    Programs are also used to set pre-requisite and co-requisite Course Descriptions, as well as to build tracks of Class Instances that run at a given time or sequence.

    While there are many ways to use and setup Programs, below are a few examples:

    Program Example 1
    In the example above, the Program contains 3 Course Descriptions which may be taken in any order. Completion of the Program requires 9 credits, and each course is 3 credits, so all must be completed in order to earn the certificate.

    Program example 2
    In the example above, there are 3 required Course Descriptions that must be taken in order and two optional Course Descriptions. The certificate requires 12 credits, so one of the optional Course Descriptions must be taken to earn it.

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

    Creating A Program

    Creating/Editing Programs

    Click on the Manage Programs link to create a new Program and or to edit the Programs you have already created.

    Programs link in the Program Management block

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

    Manage programs screen

    When you click the Add Program button above, you will see the Add Program screen:

    Add program screen

    The following settings can be entered on the add Program 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 Program is correct for them.
    • Required Credits - The number of credits the learner must receive before the Program is complete.
    • Display Priority - The lower the priority number, the higher the Program will display in the user's Learning Plan folder.
    • Time to complete - The amount of time a user has to complete a Program once assigned to it. For example, enter 18m for 18 months.
    • Expiration (not shown--must be enabled by administrator (Program Administration > Admin > Configuration)) - The frequency the Program 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 Program will appear in the Learner Dashboard under the Current Learning Plans tab. Set to yes, this Program will appear in the Learner Dashboard under the Archived Learning Plans tab. The image below shows that the Program "Product Support Technician" has been marked as "Archived" and now appears in the Archived Learning Plans in the Learner Dashboard. This setting was created to alleviate confusion for users who had years of Learning Plan to navigate through. When a Program is no longer in use, the Program administrator can simply mark it as archived.
    • Program Fields - Custom Categories and fields can be created and added to Program when organizations need more information to be added to configuration screen. Custom fields can be added at Program Management > Admin > Custom Fields > Programs tab.
    The help icons link to a pop-up window with information about each field.

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


    Bulk User Enrollment and Removal for Programs


    ELIS allows bulk user enrollment and removal for Programs. 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 Programs, and the Unassigned link will show unassigned users that can be assigned to the Program. The following image is showing the Users tab of a Program, with the Unassigned link selected.
    1. View of the User tab of a Program.
    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 check boxes on the left hand side of the screen. Use the Select All check box 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 all the pages 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 Program would be shown and there would be an "Unassign" button instead of the Assign button.
    Program Users tab

    Setting up Course Descriptions

    Once you have planned and started the setup of your program, the next step is to add some Course Descriptions which you will add to the new program. To do this, select the Manage Course Descriptions link in the Program Management block.

    Manage course descriptions link

    This will open up the Course Descriptions screen.

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

    2. Course Description 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 Description here - however if a Course Description 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 Description ID can provide a method to work with these systems if required.
    There are other fields on the Course Description 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 Cost, the Version, and the Course Template in Moodle.

    Add course description screen

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

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


    Default Course Description settings


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

    Default Course Description settings:
    Default course description settings

    Add Course Descriptions to a Program

    Once you have set up a program, you will need to add course descriptions to it. To do this, click the Course Descriptions tab on the Program screen. The screen below shows a new program with no courses assigned. To assign a course, click the Assign course description button.

    Assign course description button for program

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

    Assigning course to program screen

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

    Required courses: if a course description is required in a program, then users will not be able to complete a program until they have completed the required course(s) in the program. For example, if a program 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 program.

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

    Course description tab screen of program


    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 the courses that need to be taken over again - for compliance, etc. that will be in an upcoming release of ELIS.

    Create a Single Course Program

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

    Make program from this course description button

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

    Making program from course description screen

    Now this course is loaded into the program automatically, enabling reporting, prerequisites, etc.

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

    Program Display Priority

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

    Display priority when creating program

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

    Program Overview showing program display priority

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

    Learning Objectives

    The old ELIS concept of Completion Elements has been renamed to Learning Objectives to make the purpose of these more clear.
    Browsing LOs
    Once the Course Description has been set up, click on the Learning Objectives tab.
    LO screen


    1. This is the ID Number for the LO in Moodle when it was assigned - this number must be an exact match, including case, with the ID in Moodle.
    2. A second existing LO.
    3. Click the Add Element button to add a new Learning Objective to the ELIS Course Description.
    TIP: To make it easier for users to read reports that display Learning Objectives, you can use the name of the Learning Objective for the ID Number in Moodle. The only limitation is that Learning Objectives must be unique in a course - you can't have two IDs that both say Assignment 1. 

    To set the Learning Objective that is linked to a user's grade in a Moodle activity, you can enter the ID number from the Moodle class by going to the Moodle class and locate the Moodle activity you wish to use as a Learning Objective. Or you can use the new Browse functionality to browse the graded activities in the Moodle course, and add them to ELIS.

    ID Number
    To use the LO Browse functionality, click the Browse button.
    Browsing LOs
    The Browse button shows you all the activities in the Moodle template class.
    1. The Activities tab, this will list all graded activities in the Moodle template class.
    2. If the activity has an ID Number, it will be shown in parantheses. Activities still must have ID Numbers in Moodle to be used in ELIS. Click on the Activity to add it to ELIS.
    3. Gradebook grade items and grade categories will show in this tab, these can also be used as Learning Objectives.
    Adding a new LO

    1. Click in the Activity name will load it's ID Number in the ID Number field.
    2. Add the optional Name and Description, and set the grade for which students will be marked complete in the activity.
    3. Click Save changes to setup your completion element.

    Moodle Gradebook grade items and Moodle Gradebook Categories as ELIS Learning Objectives

    Moodle Gradebook grade items and Moodle Gradebook grade categories can be used as Learning Objectives. Gradebook grade items are often used to manage external grades, for example attendance at offline classes, certification tests taken outside Moodle, etc. The are also used to hold scores derived via Moodle's grade calculations.
    Grade Categories

    Grade categories are created in Moodle by pressing the Add category button on either the Simple view or the Full view of the Mooodle gradebook Categories and items section.

    Gradebook Grade Category Learning Objective

    When creating a Gradebook grade category to use as an ELIS Learning Objective, enter an ID Number for the Category.

    When the Category has been setup in Moodle's Gradebook, you can now locate it back in the ELIS Course Description:
    Grade Categories

    Click the "Grade items" tab to see Gradebook items and Categories. These will work the same way in ELIS as Moodle activities - set a completion grade and when a learner has achieved that score, they will be marked as complete for that LO.

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

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

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

    IUR with Grade Category

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


    There is more information about grading Learning Objectives in ELIS in the Setting up Class Instances section of this book.



    Pre-Test and Post-Test Learning Objectives

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

    To add pre-test and post-test learning objectives:
    1. Go to the Learning Objectives tab of a course description
    2. Select the Add Element button and add learning objectives
    3. The added learning objectives are included in the list of learning objectives.
    Learning Objectives tab of course description

    Once learning objectives 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.

    Adding pre-test learning objective to course description

    Only one learning objective can be selected for each field, and once a learning objective 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 learning objectives in the course. The pre-test and post-test data are included in this column because they are learning objectives.
    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 learning objectives in the ELIS course so the user does not have data in this report for that course. Most reports use learning objectives for data. Some reports show data for courses without learning objectives, 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.

    Program Expiration

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

    Step 1: Activate Admin Configuration Setting for program expiration:

    Program expiration is turned off by default, so the first thing to do if you plan to use Program 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 Program Expiration settings go to the Program Management block > Admin > Configuration > Learning Plan > Enable program expiration:
    1. First, activate program expiration.
    2. Next, decide whether expiration will be calculated from the start of the student's enrollment in a class of a program, or the date they complete the program.
    Configure program expiration settings

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

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

    Step 2: Set Program Expiration Settings

    Program expiration settings

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

    Step 3, Set Program Expiration Notification Settings.

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

    To set this up, click the Notifications link:
    Notifications link in the Program Management block

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

    Program Expiration on ELIS Reports:

    Viewing Expiration on ELIS Reports:

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

    Programs report filter

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

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

    Programs report with expires column

    This shows when the program will expire for all programs that have an expiration date.

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

    When a student views their user reportIndividual User Report filter

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

    Individual User Report

    On this report, the user can see that their program expires on January 03, 2013.

    Certificate:

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

    User's certificate list

    They can view the expiration date on their Certificate:

    Program certificate with expiration

    Certificates

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

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

    2. The program will need a course description assigned to it.

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

    Certificate Configuration:
    Certificates need to be enabled at the site level for them to be available to your users. Go to the Program Management block > Admin > Configuration > Certificates.
    1. Make sure "Disable Certificates" is unchecked.
    2. 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.
    3. You can also add a custom seal image - choose from the default list or create and upload your own.
    Certificate configuration options

    The student can access the program certificate by going to the Program Management block > Program > Certificate List and then link to certificates that are available.

    Student's link to certificate

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

    Image of student's certificate

    Default custom images:
    In the example above, the site admin has chosen the "Fancy1-black-copy" border and the "Fancy-copy" seal image. The first image on this page is displaying the certificate settings.

    When making changes to the certificate settings the 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.

    Certificate configuration setings

    When the student views their certificate with these settings they will see the selected border and logo.

    Student 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.

    Prerequisites and corequisites

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

    Course descriptions must be part of a program to add prerequisites and corequisites. To add a prerequisite, go to the Course Descriptions tab of a program. In the course list for the program click the Key icon to set prerequisites.

    Course description prerequisite icon in a program

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

    Add prerequisite to course description screen

    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 Description Prerequisites" list and click "Remove prerequisites".

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

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

    Managing Program Users

    You can add and remove users from a program using the new batch user management interface as described below.
    1. First, select the users icon from the list of program (or go into a program and select the "Users" tab).
    Manage program user icon
    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
    User tab of program
    1. Select users
    2. And click the "Assign" button - this will add these users to the program.
    Users tab of program
    1. To view users who are currently in the Program, click the "Assigned" link in the ELIS program "Users" tab.
    Assigned user list for program

    To remove users:
    1. Select the users in the assigned tab,
    2. and click the "Unassign" button.
    Unassign users from program

    This function lets you find users who are assigned or not assigned to a program 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 course descriptions, class instances, users, and programs via a CSV file.

    Using the Results Engine

    What is the ELIS Adaptive Learning Results Engine?

    The Results Engine brings advanced adaptive learning functionality to Moodle via ELIS. Moodle 2 enables adaptivity within a course, for example activities can be shown based on the results of a previous activity. The ELIS Results Engine enables the results of an activity or set of activities in a course to enroll a learner in a new class, a set of classes, and/or update their profile information. For example, the Results Engine could be used to act on the poor score a learner earns in a course, and based on that score enroll them in a remedial program. Conversely, it can be used to enroll a learner in advanced courses if they do well in a course. When used for competency management the Results Engine can update user profiles with new skills and/or competencies based on assessment and/or courses taken. Progress against an organization's competency architecture can then be tracked via the User Class Completion Report.

    Example of the Results Engine in Use:

    There are several ways to use the Results Engine, below is one example from an Adaptive Learning program. In this example, learners take an initial assessment, then the results engine assigns them instructional material designed to fill gaps revealed by the initial assessment. This process is repeated as the learners move through the program.

    Results Engine Profile Field Update:

    The Results Engine can also update a learner's profile field, based on their score on an assessment, a set of assessments, or a their score in a course. For example, a learner could be given an assessment that measures their success at achieving state standards for their grade level. Based on the results of this assessment they could be enrolled in classes with content designed for their current achievement level. This enables credit to be granted based on competency. The results engine can also be used to help boost graduation rates by assigning learners alternative course material when they do poorly on an assignment, set of assignments, or a course.

    In a corporate setting, the Results Engine can be used to perform gap analysis on a skill or set of skills, and employees automatically assigned coursework designed to cover their gaps. A single Moodle course could have multiple assessments that then acted on by the results engine. So this single course could have a set of different assessments to evaluate their competency in different important skills, and automatically assign them course work designed to address gaps. This leads to more efficient and effective training, as learners are not spending time on content they have already mastered, and can focus the time they can spend on training on content that they have not mastered.

    For example, an institution offers internal Project Management training, and institutes a staff profile field that records four project management levels: None, Basic, Advanced, Master. Coursework and and assessments enable staff to have their Project Management expertise assessed. The Results Engine is used to update learners profile based on the results of their coursework and/or assessments. When a major project is proposed, the User Class Completion Report can then be used by a manager to search all staff who have a Master level of Project Management expertise to assess internal resource competency for managing the project.

    A manager/administrator can setup the UCC Report to search for and display users with selected custom Profile field settings:

    Skill Level Report

    The report then displays all users with those values in their Profile. The report can be exported as CSV to facilitate contacting the users if required. In the example report below, the report is configured to show Project Management level, along with the city and email address of the staff with the Master level. Of course the report could also show other custom fields, for example Department, Manager, Manager contact information, etc.

    Skills Report


    As both the Results Engine and the UCC Report utilize ELIS Custom Fields that can be created and modified in the Custom Field screens, the system is highly customizable to match different competency/skill/learning level requirements.

    Using the Adaptive Results Engine:

    The ELIS Results Engine operates at the Program-Course Description level. To activate it, go to a Program, then go to the Course Descriptions tab. Choose a Course Description and you will see the Results Engine tab.

    Accessing the results engine

    1. On the Program Management menu, click Manage Programs.
    2. Select a Program and then click the Course Descriptions tab.

    Click on the name of a Course Description:

    Accessing the results engine

    Click on the name of a Course Description in the selected Program.

    Results Engine

    1. The tab in a Program Course Description's page for accessing/editing the Results Engine.
    2. Check this to activate the Results Engine for this ELIS CD.
    3. This determines when the Results Engine will update a learner's record.

    Setting up a Results Engine instance consists of setting up three main actions:

    three components

    1. When the Results Engine is run is set by the Event trigger
    2. What criteria the Results Engine acts on is set by the Criterion setting
    3. What happens - currently there are three kinds of actions the Results Engine can take:
      • The learner may be assigned to an ELIS track of classes - this is often used to move the learner up a level in their coursework
      • The learner may be assigned to a single class - this is often used to assign remedial course work
      • Update a learner's Profile Field - this is often used in Competency/Skills training - the learner's profile can be updated to show their competency level in a skill based on the results of the course, assessment, etc.
    Currently, each Course Description in a given ELIS Program can have one results engine assigned to it.

    Setting up the the Event Trigger

    The event trigger determines when the results engine is run.

    Setting the results engine parameters

    1. If this is is then the learner grade reaches a certain level. This can be the learner's course grade, or the grade on an ELIS Learning Objectives. ELIS Learning Objectives can be individual Moodle activities, or collections of activities in a Moodle gradebook category. For example, the results engine could be triggered simply by a learner's grade on a particular assessment, such as a competency exam or pre-test. Or the trigger could be the learner's grade on an assessment, a presentation, and attendance, if all of those grades are collected into a Moodle gradebook category. Or the trigger could be the learner's overall course grade.
    2. This will run the Results Engine on a set number of days after the ELIS Class Instance start date. For example if the class is set to start on May 5, then the Results engine can be set to run X days after the start date.
    3. If this is set, then the Results Engine will only run after an administrator activates it manually.

    Setting up the Action:

    This is where you determine what action happens when the Results Engine runs. There are three possible Actions:

    1. Assign the learner to a track
    2. Assign the leaner to a class
    3. Update a profile field in the learner's profile.

    Assigning a learner to a track as the result of a Class Instance/Learning Objective Score:

    Assigning learner to track with the adaptive results engine

    1. The Results Engine can be used to automatically assign a learner to a track of classes. For example, if a learner gets below 50% grade on a course or assessment, they can be assigned to a track of remedial classes.
    2. You can edit the score ranges, and each score range can have a different result.
    3. Click the Select track link to open up the track selection window.
    4. You can search for a track and the click it to assign to a score range.
    More blank score ranges can be be added by clicking the Add new score range button. If you just want to assign a track based on one or two score ranges, then remove the unused score ranges.

    Assigning a learner to a new Class Instance as the result of a Class Instance/Learning Objective Score:

    Assigning a learner to a track

    1. The Results Engine can be used to automatically assign a learner to a class instance. For example, if a learner gets below 50% grade on a course or assessment, they can be assigned to a remedial class.
    2. You can edit the score ranges, and each score range can have a different result.
    3. Click the Select class instance link to open up the track selection window.
    4. You can search for a track and the click it to assign to a score range.

    User Profile Field update.

    This function will update the ELIS User Profile field with the settings specified the results. For example, a user who passes a Project Management course might have their User Profile updated with information indicating they have passed the course. Similarly, if a user who has passed coursework signifying that they are ready for promotion in a company, that information can be entered into their profile. In a K-20 setting, this function can be used to indicate learners who are at risk or who have earned certain skills.

    The User Class Completion Report can be used to generate reports on these custom profile fields, for example to show all users who have achieved a certain skill level (Project Manager Level 1, for example), all users who are ready for Management, all users who are at risk, etc.

    These fields can also be used for automatic Userset assignment if the ELIS fields are set to synchronize values back to Moodle.

    Example of using the Results Engine to automatically update a learner's profile field:
    For example, if a learner gets below 50% grade on a course or assessment - in this example an assessment of their Project Management skill level, a custom profile field for Project Management Level is updated to PM0, in this case a value denoting a low level of Project Management competency.

    Updating profile field with the Results Engine

    1. Set the assessment score range for the profile field update action
    2. Choose from any custom ELIS profile field to update. In this example we are updating the values of the Project Management Level profile field with all score ranges, however you can have different score ranges update different profile fields, if that fit your requirements.
    3. Choose from the available values. If the Profile field is of the Menu of Choices type, with a set range of values, you will see those values in the selection drop down.

    Profile field type Menu of Choices:

    Setting the value of a drop down menu profile field

    When the type of Profile field being updated is a "Menu of Choices" type, a drop down menu showing the available choices is displayed.

    Setting the value of an Open Text Profile field:

    Setting the value of an open text profile field

    When the type of Profile field being updated is a text field, then you can enter any value you like into the field. In this example, the Ready for Promotion custom field is a text field.





    Program Creator Role

    This page will demonstrate how to setup a program creator in ELIS. The requirements for the program creator are:
    1. User can create new programs, courses, classes, and tracks and edit those they create.
    2. User can add existing courses to programs and tracks they create, but not edit the course settings or definition.
    3. User cannot delete any programs, courses, classes, and tracks. Only program administrators can do so.

    Requirement 1


    To meet the first part of requirement (1) we will create the Program Creator role. This role will be assigned at the system or program level. The following permissions are allowed for this role:
    • Create class instance - elis/program:class_create
    • View class instance - elis/program:class_view
    • Create course description - elis/program:course_create
    • View course description - elis/program:course_view
    • Create program - elis/program:program_create
    • View program - elis/program:program_view
    • Create track - elis/program:track_create
    • View track - elis/program:track_view
    This role meets the first part of requirement (1), user can create new programs, courses, classes, and tracks.

    To meet the second part of requirement (1) we will create 4 roles and add them to the Default Role Assignment Settings on the Admin > Configuration screen. These roles will be automatically assigned to users when they create a program, course, class, or track. The roles enable a user to edit programs, courses, etc. that they create.

    The four roles:
    1. Program Editor - This role has "View program" and "Edit program" permissions allowed.
    2. Course Description Editor - This role has "View course description" and "Edit course description" permissions allowed.
    3. Class Instance Editor - This role has "View class instance" and "Edit class instance" permissions allowed.
    4. Track Editor - This role has "View track" and "Edit track" permissions allowed.
    Go to the Program Management block > Admin > Configuration > Default Role Assignment Settings. Select the corresponding role for each of the four sections we are using. For example, select the Program Editor Role from the Default Program Role drop down menu.

    Now when a user creates a program they will be automatically assigned the Program Editor Role in the program with "Edit program" and "View program" permissions allowed. This setup enables the second part of requirement (1) - user can only edit programs, courses, classes, and tracks that they create.

    Requirement 2


    To meet requirement (2) we will create one role, ELIS Course Selector Role. This role will be assigned to users in courses and will have permissions "Associate program management items" and "View course descriptions" allowed. This role will be assigned to the Program Creator in existing course descriptions so they will be able to assign the course description to programs.

    Requirement 3


    There are no delete permissions allowed in any of the roles, this user will not be able to delete any programs, courses, etc.


    Copy Programs to User Sets


    Another way to enable a Program Creator is to use the Copy Program feature on a user set's Programs tab. This feature allows a user set administrator to make copies of existing programs, tracks, course descriptions, class instances, and Moodle courses, then the copies are automatically associated to their user set. Select this link for more information about the copying programs to user sets feature.

    Setting up Tracks

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

    To setup tracks go to the Program Management block > Program > Manage Tracks > "Add track" button.

    Add Track button

    Adding a track:
    1. Select what program the track is an instance of, this is a required field. The program the track is an instance of can not be changed once the track is created. If a program is deleted then the tracks associated to it will also be deleted.
    2. Enter an id number and name for the track. Auto-created class instances in the track will use the track 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 instance for each course description of the program the track is an instance of. If you don't use the auto-create class instances feature when creating the track, the option will still be available after the track is created. There will be an "Auto-create class instances" button when viewing the Class Instances tab of a track.
    5. Custom track fields - These are added/edited in the Program Management block > Admin > Custom Fields > Tracks tab.
    Adding 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 class instances, the end date needs to be a date later than the current date, or it needs to be disabled.
    • Auto-creating an ELIS class instance will automatically create a Moodle course, if one is linked to the ELIS class. If you want to link multiple ELIS class instances to one Moodle course you should not use the auto-create feature. You should create the ELIS class instances, link each class instance to the appropriate Moodle course, then add the ELIS class instances to the track.
    • Auto-created class instances are assigned an id number that is a combination of the course and track id numbers.
    • 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 instances before adding users to the track. If auto-create was used for a class instances of the track, be sure to set the maximum number of students for each class if there is a class enrollment limit. Auto-created class instances 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 instance. The next image shows where to locate those settings.

    If you're not using the auto-create feature, create the class instances and then add the class instances to the track before adding users. Use the Add... drop down menu located at the bottom of the class instances screen to add class instances. Only classes that are instances of course descriptions in the program the track is an instance of can be added here. If all available class instances are added to the track, the add class instances 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 Class Instances tab of the track we created above. The class instances listed here are auto-created. The track is an instance of a five course program so five class instances were created.

    Adding/editing classes of the track:
    Class Instances tab of track

    If users are added to the track before the auto-enroll settings for the class instances 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 instance, if they were not enrolled already. If the class instance is full, the user/users will be placed on the waitlist. User/users that have not completed a prerequisite course description for the class instance will not be added to the class instance or waitlist until the prerequisite has been completed.

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

    The next image is showing the User Sets tab of the track. To add a user set:
    1. Click the Add drop down menu
    2. Select a user set to assign to the track
    Adding user sets to a track:
    Associating a user set to a track

    After selecting a user set select the auto-enroll settings.
    Auto-enroll settings for track-user set association

    The next image shows the Users tab of the track. The users here were added by the Montana Employees user set above. To add users individually to the track select the Assign users button shown at the bottom of the next image.

    Adding users to a track:
    Users tab of track

    A pop-up window will appear with users that can be added to the track. There is basic filter to search for users at the top of the page. Select the username or id number to add them to the track.

    Pop-up window used for adding users to a track

    If users are added to a track, they are added to the program that the track is an instance of.

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

    The next image is showing the Class Instances tab of the track again. When the user set and the manually assigned user were added to the track above, the users were automatically enrolled in all the class instances of the track.

    Class instances tab of track

    The table in the previous image, on the track Class Instances tab, is intended to show the track settings/data for the class instance. The Enrollments column shows users enrolled in the class instance and the track. If users are just added to a class instance, 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 class instances screen, to determine when to put users on the waitlist.

    Waitlisting - If more users are added to the class instance 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 instance from the waitlist in the order they were added to the waitlist. In ELIS 1.8.3 and later versions, if you want to auto-enroll users in the class instance 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 instances screens.

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

    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 course descriptions in ELIS.

    2. Create a program and add course descriptions to it.

    3. Create a new track from that program. If you enable auto-create, the track will create the class instances.
    Adding track page

    4. Set the class instances to auto-enroll in the track.
    Class Instances tab of track

    When class instances 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 in the class instance. Be sure to set the maximum number of students for the class if there is a class limit. Select the class instance 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 instance of track auto-enroll edit screen

    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 user sets. The following image is showing the User Sets tab of the track, a user set is being added to the track using the Add drop down menu.
    User Sets tab of track

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

    Auto-enroll settings for user set-track association

    Users added to the track by the user set:
    Users tab of track

    The user set of users that were added to the track in the previous image, were auto-enrolled in the classes of the track. The following image shows the updated view of the Class Instances tab of the track. The user set had 13 users, those 13 users were added to both classes of the track.

    Class Instances tab of track

    If first class of the track is a prerequisite of the second class, users won't be auto-enrolled in the 2nd class until the 1st class is completed. If there are no prerequisites for the second class, the users will be auto-enrolled in all both classes at once.

    Now all users who are added to the ACME Software user set will be auto-enrolled in the Management Certificate Track 1 track, and if seats are available, auto-enrolled in the both classes 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 Class Instances

    Classes are instances of course descriptions. Classes may be stand-alone, face to face classes, Moodle classes, or classes in a different LMSsystem.


    Creating Class Instances


    Classes can be auto-created from a track or created manually. To create classes go to the Program management block > Program > Manage Class Instances and select the "Add Class Instance" 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 Instance Settings", shown at the bottom of this page.

    Add class instance screen
    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 Class Instances


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

    Manage class instances screen


    Default Class Instance 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 Instance Settings:
    Default class settings screen
    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 Class Instances 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".

    Linking an 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 for a class instance

    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:
    1. 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.
    2. ID Number and Name: These entries can not changed from this screen.
    3. Enrollment Time and Completion Time: Use the drop down menus to enter the enrollment time and completion time of users.
    4. 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.
    5. Grade: Enter users grade.
    6. Credits: Enter users credits.
    7. 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.

    Class enrollments tab bulk edit screen


    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.

    Class enrollments tab student enroll 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.


    Bulk Edit for ELIS 2.2.0.9


    In ELIS 2.2.0.9 the bulk edit feature on the class enrollments tab has a different interface. It allows a way to bulk edit the following class enrollment fields:
    • Enrollment Date
    • Completion Date
    • Status
    • Grade
    • Credits
    • Locked
    Select the Bulk Edit button on the class Enrollments tab to update the class enrollment fields for the students.

    Bulk Edit button

    To bulk edit the class enrollment fields:
    1. Select the enable checkbox next to the fields you want to edit.
    2. Select the values you want applied for the selected fields.
    3. Select the users to update, in this case I clicked the "Select All On This Page" button.
    4. Select the "Apply Enabled Values To All Selected Users" button to make the changes.
    Bulk edit screen

    Once the student information is updated select the Save Changes button to complete the editing and return to the Enrollments screen.

    Save changes button on bulk edit page

    In ELIS 2.2.0.10 when you select Save Changes there is a confirmation screen. The confirmation screen shows each field that will be edited with the amount of users being edited for each field and the new value that will be applied to the users for the field. Selecting the number of users will show you the users. The following image shows an example.

    Bulk edit confirmation screen

    Grading Learning Objectives in ELIS/Moodle

    Grading Learning Objectives in ELIS


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

    Enrollments tab of class instance

    The next image is showing the user's edit screen. This screen is intended to enter user data for the learning objectives 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 learning objectives for this course. To edit the learning objective 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.

    Class enrollments tab user edit screen

    All data entry on this screen has to be manually entered, except for the dates. For example, entering passing grades for the learning objectives will not give the user "passed" status in the class or calculate a class grade. When entering learning objective grades manually in ELIS, the class grade needs to be manually edited. This is because ELIS does not calculate a class grade from the learning objectives. 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: Learning objective 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 learning objectives in ELIS.


    Grading Learning Objectives in Moodle


    The Moodle course gradebook can be used to calculate the ELIS class grade if the learning objectives 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 learning objectives 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 learning objective it is linked to will become locked. If there is only one learning objective for the course, the user grade for the class will be the same as the learning objective. The learning objective grade can not be changed when it is locked. To edit a grade or allow a grade to be updated, unlock the learning objective.

    To complete an activity the user must receive at least the completion grade. If the learning objective the activity is linked to has a completion grade of 0, then the user's first score will be recorded and the learning objective grade will become locked. If the activity grade is changed in Moodle at this point, it will not change the grade in ELIS. The learning objective 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 learning objective.

    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 learning objective grade

    To update the grade in ELIS, the learning objective 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 (when the cron runs) to the new grade entered in Moodle and lock the learning objective 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 user's grade updated to 70 for the learning objective, they completed the course.

    Updated learning objective grade for user

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


    Grading Multiple Learning Objectives

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


    Reports


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

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

    Learning Objectives and Course Grades In practice:

    In the screens above you can see an important point about ELIS - the user has a learning objective grade of 50 and a final course grade of 70. Why is the course grade different from the learning objective 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 learning objectives 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 Learning Objectives:

    I updated a user's grade on a learning objecive, 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 Learning Objective 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 learning objectives 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 learning objectives. 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 learning objectives - 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 course gradebook

    The next two images show a simple way to fix this issue by turning off "Aggregate only non-empty grades". To do this go to Settings block > Course administration > Grades and then go to the 'Categories and items' section and edit the "Aggregate only non-empty grades" setting. You can also go to the Settings block > Course administration > Grades and then select the edit icon for course grades as shown in the next image (the name of the course in the image is 3 Activities).

    Moodle course 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 course aggregate only non-empty grade setting

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

    Moodle course gradebook

    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

    Waitlist Setup


    ELIS enables you to set enrollment limits for classes - by setting the Max # of students.

    Edit 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.
    Add user to waitlist screen

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

    Waiting tab for class

    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 user set of users is added to a track and auto-enrolled in classes with less seats available then users in the user set, 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 Program Overview link as shown in the next image.

    User's program overview

    When the student selects Choose class from the image above, he/she will select from a list of available classes.

    There is only one class in this instance.

    User's choose class link

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

    User enrolling in class wait list

    The students can see the courses they are on the waitlist of by checking the Program Management block > Learning Plan > Waitlist link. They can see which number on the waitlist they are, and remove themselves from the waitlist.

    User's waitlist 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 Program Overview screen:
    User's program overview


    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 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 Program Managemnt block Configuration screen.

    Role Assignment and Enrollment Synchronization

    Instructors and students can be enrolled in ELIS Class Instances 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 Management 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 Manager Role

    In this use case we are creating a role for a class manager assistant. The requirements for this role are:
    • Editing users status in any class on the site and
    • Viewing and downloading the class roster report in any class on the site.
    This role should be assigned to users at the system level to enable access to all classes on the site.

    Creating the Role


    To create the role go to the Settings block > Site Administration > Users > Permissions > Define roles and then select the Add a new role button at the bottom of the page. The following 5 permissions are enabled for this role:
    1. View ELIS reports - block/php_report:view
    2. Manage class instance enrollments - elis/program:class_enrol
    3. View class instance - elis/program:class_view
    4. Manage track enrollments - elis/program:track_enrol
    5. Can view reports for all users - elis/program:viewreports

    Assigning the Role


    To assign system level roles go to the Settings block > Site Administration > Users > Permissions > Assign system roles. Select the role you want to assign a user to.

    Selecting class manager role

    Then select the user and assign them the role. The following image is showing the screen:
    1. Search for a user
    2. Select the user from the list
    3. Then select the Arrow button to assign the role.
    Assigning Class Manager Role at the system level

    Class Manager Assistant

    The user assigned the role at the system level will be able to:

    1. Access all the classes on the site by going to the Progress Reports block > Programs > Manage Class Instances.
    2. Select classes by their ID Number on the Manage Class Instances screen to link to the class.

    Class Manager view

    Once linked to the class the user can select the Enrollments tab of the class to edit user status/grades.
    1. The Bulk Edit button will open a screen with all the users enrolled in the class, the status and grade of all the users can be updated from this screen.
    2. The Edit icon for each user can also be used to update status/grades. One benefit of using the individual edit feature is the completion elements can also be graded from this screen. Bulk edit does not allow grading of completion elements for the users.
    Class Manager's view of class enrollment tab

    In this example I selected option 2. In the next image the record has been updated and the Update Enrollment button is being selected.

    Class Manager editing a user grade

    Now the user record on the Enrollment tab is updated.

    Class Manager view of enrollments tab for a class

    The other requirement for this role is to enable the viewing and downloading of the Class Roster Report. The user selects the Reports tab of the Class to view the links that generate the Class Roster Report and Class Completion Report.

    Class Manager reports tab for a class

    The next image shows the class roster report generated above. The reports shows:
    • The course name
    • The class id number
    • The name of students enrolled in the class and their email.
    Class Manager view of a report

    Select the report icons in the upper left hand corner to:
    1. Configure the report. This is a system level role, on the configure report screen a report can be generated for any class on the site.
    2. Download a PDF version of the report.
    3. Download an excel version of the report.

    Class Reports

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

    Details tab of a class
    Select a report link to generate that report for the class.

    Class report links

    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 Instance Roster Report

    Select the Configure parameters icon located in the upper left corner of the report to open up a report filter that has a Show Advanced button for adding additional fields to the report.

    Class Instance Roster Report filter

    Select the Show Advanced button and the following screen opens. Select the checkboxes next to the fields you want added to the report.

    Class Instance Roster Report filter Show Advanced view


    The Class Instance Completion 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 learning objectives completed, and class score.
    Class Instance Completion Report

    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 Instance Completion Report, where this class will be preselected 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 are replaced by ELIS custom fields in ELIS 2.0.

    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).

    Learner's view of Program Management 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/Program. 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 Program Administrator.

    Learner'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 Program Administrator. Archived Learning Plans are programs the user is assigned to that have been marked as Archived by the Program Administrator.
    2. Learning Plan - The programs the learner is enrolled in. The first Learning plan in the image above is "Compliance Program". The learner can click on the name of the Learning Plan to be taken to the Current Classes list of their Learning Plan.
    3. Course Description - each course description within the program the user is enrolled in. The learner can click on the course description name to be taken to the the associated Moodle course (if a Moodle course has been associated with the class).
    4. Class Instance - each class within the program the user is enrolled in.
    5. Score - current or completion score in the class.
    6. 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.
    7. Date - the date the learner completed the class. If not complete, the date will read NA.
    8. Show Completed Courses - There is a setting to enable completed courses to be viewed on the dashboard with the "Show Completed Courses" button, the setting is enabled by default. To disable this feature go to the Program Management block > Admin > Configuration > Allow students to view completed courses on the dashboard. The setting is enabled in the image above.

    Auto-enrolled courses vs. self-enrolled courses

    In ELIS, the program 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 program administrator, then students who are in the program will be automatically added to the first available class(es) of that program 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 program 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 "program overview" shows programs you are enrolled in along with the course descriptions for the program and the user status for each course description. You can also enroll in class instances 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:
    Learning Plan links

    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.

    Current classes page

    The following image shows the users view of the Program Overview screen. This screen displays all the programs the user is enrolled in. If the user is enrolled in the track of a program but not the program 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 programs, not tracks.

    This user is enrolled in 3 programs. Enrolling users in programs will allow them to choose which instances of the classes of the progam they will enroll in. They will be able to choose from all available classes. If users are enrolling themselves in classes, the Program 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 program. 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.

    Program Overview page

    In the following image the user selected a Choose Class link from the Program 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.

    Learner's choose class page

    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 Program Overview screen. In the second program 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.

    Program Overview with prerequisite course

    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 Program Overview screen. They are selecting the Choose class link for the first class listed.

    Program Overview

    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. Select the Choose link to continue will enrollment.

    Choose class link

    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 "Add me to the waitlist" 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.

    Add to waitlist button

    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 class instance (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 Program 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 page

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

    User's Program Overview:
    Program Overview

    Individual User Reports

    All the users in ELIS can generate an Individual Course Progress Report or an Individual User Report. When users select the Individual Course Progress Report link an Individual Course Progress 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 User Report can also be generated by selecting that link, an example of that report is below the Individual Course Progress Report.

    Individual Course Progress report filter

    Individual Course Progress Report:
    Indivdual Course Progress Report

    Individual User 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 user set. When we open the users list, the users are sorted by their names in alphabetical order as shown in the first image. Names can be sorted by first name or last name, the arrow will appear next to the first name or the last name depending on which is being used to sort. The last name is being used to sort in the next image.

    Sorting users by last 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 users 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 reports are designed to be fast, exportable, and to cover many organizations' reporting needs.

    The standard reports in ELIS 2.0 include:
    • Program Reports
      • Programs Report
    • Course Reports
      • Course Completion Gas Gauge
      • Sitewide Course Completion Report
    • Class Reports
      • Class Completion Gas Gauge
      • Class Roster Report
    • Organization/User Set Reports
      • Course Completion by User Set Report
    • User Reports
      • Individual Course Progress Report
      • Individual User Report
      • User Class Completion Report
    • Administrative Reports
      • Absence Report
      • Course Progress Summary Report
      • New Registrants by Course Report
      • New Registrants by Student Report
      • Site Usage Summary Report
      • Sitewide Time Summary Report
      • Sitewide Transcript Report

    Course Progress Summary Report sample:

    Course Progress Summary report sample image.

    The 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

    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 Management 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.

    Report scheduling link

    The next image shows the scheduling screen for the programs report. 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.

    Schedule program report jobs screen

    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 job. The label field is the only required entry for this step.

    Report schedule wizard 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, every day, indefinitely (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 report wizard step 2 simple recurrence

    Calendar recurrence:
    • End date: select the date when the report should stop running. Select the Enable checkbox to enter an 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 reports wizard step 2 calendar recurrence

    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.

    Report schedule wizard step 3

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

    Report 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.

    Report schedule wizard step5

    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.

    Report schedule wizard step 6

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

    Report schedule wizard success message

    The Return to scheduled jobs link, shown in previous image, will reopen the jobs screen for the programs 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.

    Scheduled jobs for programs

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

    Roles & Reports

    ELIS provides program administrators a method to manage who can view and schedule reports by the context in which a role is assigned.
    ELIS 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 "user set supervisor-type" role that is assigned at the user set context. The supervisor can then filter reports by his/her user sets only.

    To create a new role go to the Settings block > Site Administration > Users > Permissions > Define roles. Scroll to the bottom of the page and select the "Create this 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 ACME Corporation user set. The user who is assigned this role will be able to view reports for users in his/her user set. This process can be followed in any ELIS context (program, course, class, track, user set).
    1. Program Management > Users > Manage User Sets.
    2. Choose name of user set 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 user set role for viewing reports

    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

    program

    1. Course Completion Gas Gauge - user can filter report by courses in assigned program only.

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

    3. Sitewide Course Completion Report - user can filter for courses in the assigned program only.

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

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

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

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

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

    block/php_report:schedule
    program
    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, user set, 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 programs" 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, user set, 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, user set, 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

    user set

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

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

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

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

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

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

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

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

    block/php_report:view

    site

    1. Programs Report — user can generate report for any or all programs.

    2. Course Completion by User Set Report -- user can filter by assigned user set only.

    3. Course Completion by User Set Report - user may select any user set or no user sets for this report. If no user set is selected, a report is generated for Course completion data for all user sets, by user set.

    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. User Class Completion Report - .

    10. Absence Report - .

    11. Course Progress Summary Report — user can filter by any or all programs and any or all user sets on site.

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

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

    14. Site Usage Summary Report - .

    15. Sitewide Time Summary Report - user can filter by name or by any user set 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 Site Usage. 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.

    Programs Report

    Programs reports show individual user data for each program the user/users are enrolled in.

    Report Requirements


    The programs report requires that users be enrolled in progams/tracks.


    Report Filter


    The standard filter has three fields:
    1. full name
    2. programs
    3. organizations/user sets.
    There is an Advanced filter button (4) 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, program data will be generated for all users on the site.

    Programs report filter

    Programs Report


    The next image shows the programs report for the users selected in the report options. Below each students name is the list of programs they are enrolled in. Next to each program listed is the users data for the program:
    • Credits Required - The amount of credits required for the program.
    • Credits Completed - The amount of credits the user has completed for the program.
    • Transfer Credits -
    • Completed - Date the user completed the program.
    • Expired: Date when the user's completed status is expired for the program.
    Programs 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. Active users are always included in the report, including inactive users is optional.

    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 individual learners enrolled in the course. Selecting the learner's name will link to their ELIS user profile page.
    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. When using Excel, values in the CSV export with a "/" can be mistaken for dates. For example, this report has a column for completion elements with the format 1/1, when the CSV export of this report is opened in Excel it may have the value of Jan 01. One solution is to turn off "auto date" detection for your spreadsheet application, if possible.

    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.

    Sitewide Course Completion Report

    The Sitewide Course Completion Report will show user status for each course on the site.

    Report Requirements:

    This report requires learning objectives 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 Learning Objective 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 select 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.
    Sitewide Course Completion Report filter


    The Report below shows a sample of a Sitewide 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 Learning Objectives-- this is the number of learning objectives in the course that are marked as required. A learner must complete all required learning objectives to have a status of complete in the course. Note that in courses where there are required learning objectives 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 learning objectives that have been completed by the learner.
    4. # Graded-- Number of graded learning objectives in the course. If a learner has completed a learning objective activity, but it has not been scored, it will not be included in the number shown in this column.
    5. Total # of Learning Objectives-- This number represents the total number of learning objectives in the course, both optional learning objectives and required.
    6. Time Spent-- Number of hours the learner has spent in the course in the time frame designated. This column is not included in the example below.
    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 learning objectives in the ELIS course. If a course/class doesn't have learning objectives, the class data will not be included in this report.

    Report Filter

    The report filter has three fields, Course, Class and and Inactive. First a course must be selected. Then a class instance of the course can be selected. For the Include inactive users field choose "yes" or "no". 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 link to their ELIS user profile page.
    3. % Complete --This is the percent of learning objectives that have been completed by the learner.
    4. # Complete -- This number represents the number of learning objectives 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. When using Excel, values in the CSV export with a "/" can be mistaken for dates. For example, this report has a column for completion elements with the format 1/1, when the CSV export of this report is opened in Excel it may have the value of Jan 01. One solution is to turn off "auto date" detection for your spreadsheet application, if possible.

    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 standard Class Roster Report shows enrolled users in an ELIS class along with the user's email address from his/her Moodle profile. There is also a Show Advanced button in the report filter which enables additional fields to be added to the report.

    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 standard Class Roster report filter has two fields, Course and Class. First select a course, then select a class instance of the course. There are no required fields for the report filter.

    Class Roster Report filter

    Selecting the Show Advanced button in the upper right hand corner of the report filter allows additional fields to be added to the report.

    Class Roster Report advanced filter

    The image below shows a sample Class Roster report.

    Explanation of report data:
    1. Course - Course description name
    2. Class - Class Instance name
    3. Instructors - Instructor name
    4. Student - user enrolled in the class. Selecting a user name will link you to their ELIS user profile page.
    5. Email - email address from user's Moodle profile.
    6. User Sets - this field was added with the advanced filter. It shows user sets the users are assigned to.
    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 User Set



    Report Requirements


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


    Report Filter


    Selecting user sets/user sub-sets: There are two ways to select a user set.
    1. To select an individual user set or user sub-set, use the "any value" button and select the user set from the menu of choices. This will select one user set only to display data from - it will not show data from user sub-sets of the selected user set.
    2. To select an entire organizational user set or multiple user sets, select the "Enable Tree" button. This will open a user set menu tree where user sets can be selected, multiple user sets can be selected by their checkboxes for each report. Selecting an organizational user set will create a report for all user sets of the organization. Using the user set tree enables you to see data from user sub-sets of parent user sets on one report. If a parent user set is selected -user sub-set 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. Program: This displays the courses by program. Each user will have a list of courses under their name, if this is selected then the courses will be listed under their assigned program.
    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 learning objective column in the report.
    4. User Set 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 User Set leaders for each user set.

    Course Completion by User Set report

    After selecting the Enable Tree button the user set menu tree will be displayed.

    Course Completion by User Set report filter

    Below is a sample Course Completion by User Set report.

    Courses included in a program will be listed together under the program name. All non-program 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.
    • Program: Name of the program the user is enrolled in, or "Non Program Courses" if the course is not associated with a program.
    • 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 program. If "No" is displayed the ELIS course is not a required course in the program. If the record is being displayed as a part of the "Non-Program 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.
    • Learning Objectives Completed: The number of learning objectives satisfied out of number of learning objectives defined in the ELIS course. If no learning objectives are defined, "0/0" is displayed.
    Course Completion By User Set 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 learning objectives 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
    1. User: Select the user for report data. Only one user can be selected.
    2. Select a custom course field to add to your report: 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.
    3. Optional report columns: Include columns for learning objectives, total score, and pre-test/post-test.
    Individual Course Progress Report filter

    Select a user from the user finder window.

    Individual Course Progress Report user finder window

    Then select the Show Report button.


    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.
    • User Set(s): User Sets 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 learning objectives completed. If course has no learning objectives, N/A will be displayed in the progress bar.
    • Completed items: Number of learning objectives completed out of number available. If course has no learning objectives, 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 program 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

    Clicking the Select link in the previous image opens a user finder window. Type in the user name then select the name from the Results section.

    Individual User Report user finder window

    Select the Show Report button.

    Individual User Report filter

    The report shows the name of each program the user is assigned to, followed by user data for each class within the program 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 program, it will be listed under "non-program 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.
    • Learning Objectives and Score: Learning objective ID number (if course has learning objectives) 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 programs, 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 full name field features a configurable auto-complete filter. This feature is available with ELIS 2.2.0.10+ and ELIS 2.3.1.2+. Type in the name of the user you are searching for and a pop-up window appears with users to select from. You don't have to select users from the pop-up window, for example if I leave the full name filter with "fland" as the entry then all the users shown in the pop-up will be in the report.

    New full name filter in UCC Report

    Selecting the Configure icon to the right of the full name field allows you to edit which fields will be searched and displayed by the full name filter auto-complete feature.

    Full name filter autocomplete configuration

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

    Full name search

    Then the report will only show data for users who have 'Flanders' in their name.

    Full name search result

    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:

    UCC Report details link
    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, Learning Objectives, 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:
    Show 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 search

    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 User Set:

    The UCCR data can be filtered by User Set as well. For example if we choose a user set, we will only see data for users in that particular user set.

    Userset filter
    1. In this example only users who are members of the ACME Corporation user set will be shown on the report.
    2. Enabling the User Set Tree menu will enable you to add multiple user sets and/or user sub-sets to the report. For example you can compare two divisions of a company, two departments of a college, or two schools in a district using the user set filters.
    Results for a Userset

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

    Using the User Set Tree filter enables you to compare several user sets:
    UCCR comparing user sets

    For instance this setting would show data for users in the Miami Office and the Tampa Office, and comparing Sales below quota user sets.

    Filtering by Course Completion Date:
    The report can also be filtered by Course Completion Date, to show only those users who have completed a course within the completion date range. This filter is available in ELIS 2.2.0.10, it is not available in ELIS 2.3 versions yet.

    Course completion date filter

    Filtering by Program:

    The report can also be filtered by Program, to show only those users who are enrolled in a particular Program.
    Filtering by Program
    Clicking on a program and then running the report will filter on that program. Double clicking on the selected program will show only the courses of the program in the Course selector. You can also filter the report to show only users enrolled in both the course description and the program, 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 program, this will show only users who have passed at least one class in the program.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 program, this will show only users who have failed at least one class in the program. 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 Learning Objective (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 learning objectives 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:
    Compliance Report Output
    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, program 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 Program Fields on the Report
    Below the user fields configurator, are Program fields which can be optionally placed on the report output.
    Custom Program Fields on the UCCR Report

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

    Custom program fields

       

    Showing Multiple Programs on the same report:

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

    Multiple programs on the report

    1. Because this learner is enrolled in 4 programs, and the report is not filtered to show only one of them, all four are shown with a line for each program.
    2. The learner's name is repeated (this is to make sure that data exports make sense), and each program'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 Programs:
    When the details report is shown with multiple programs, each program 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
    1. This example learner is enrolled in 3 programs, these are shown on the left (because programs was selected in the details report output configurator).
    2. The programs 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 fieldsThe user fields you have selected are printed in the report header.

    Custom Program Fields on the Details Report:

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

    Custom Program Fields on the Details Report

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

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

    Custom Program Fields on Details Report

    1. Program name on the details report.
    2. Custom Program 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 UCCRs have many uses. Below we will walk through the steps of scheduling the UCCR 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 program, 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 will send an 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:
    Schedule Reports link
    Then click the scheduling icon next to the report's name.
    UCCR schedule reports link
    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


    Absence Report/Non-Starter Report

    The name of Non-Starter Report is changed to the Absence Report in the ELIS 2.1 release. The Absence Report is the first report listed in the Administrative Reports section.

    The Absence Report shows which users have had no activity in ELIS Class Instances 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 Class Instances or a program of Class Instances are actually logging in to the Class Instances 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 learners are attending Class Instances, let parents know if their children are logging in, etc.

    Report Requirements

    A user must be enrolled as a "student" in the Moodle class.

    A user must be enrolled in an ELIS Class Instance 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 class associated with the ELIS Class Instance OR
    • If the ELIS Class Instance is not associated with any Moodle class, then no Learning Objectives marked as Complete OR
    • If no Learning Objectives are defined in an ELIS Class Instance AND it is not linked to a Moodle class, then show N/A on the report.
    Report Filters
    There are two filters to configure for this report. They are not required. If left to default the report will draw data from the beginning of installation to the present.
    1. Full Name: filters report by names. 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.
    2. Select a Date range for the report: There are two options that can be used independently or together. 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.

    Absence Report filter

    The report below show the Absence 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. If filtering by name, the name is shown in the same area of the report.

    Explanation of Report Data

    Program: Program the course with users with no activity belongs to.
    Course Name: ELIS Course Description name.
    Class Instance ID: ELIS Class Instance with users with no activity.
    Student Name: Name of users with no activity.
    ID Number: User ID number of users with no activity.

    Absence Report:
    Absence 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 Progress Summary Report

    The Course Description Progress Summary reports provides administrators with an overview of overall learner progress toward completion.

    Report Requirements

    If a Program is selected for this report, a user must be
    1. enrolled in a class whose parent Course Description is in that Program AND
    2. assigned to that Program (or Track)

    Report Filters

    1. Select the Program or all Programs: select a Program or leave set to default "No filtering" to include data for Course Descriptions.
    2. Select the Organizations/User Sets to show or show all: select a User Set or leave to default "is any value" to included all users.
    3. Choose Custom Course Fields to show on report: Click the Add button to --selecting this phrase activates a pop-up window with the names of any ELIS Course Description 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 Course Descriptions starting between these dates: select date range for Course Description data generated in the report. Course Descriptions 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 Description.

    Image 1: Filter screen with the Add custom fields pop-up active:

    Course Progress Custom Fields

    Image 2: Filter screen after a custom Course Description fields has been added to the filter.
    Custom Fields on Report

    1. A custom field that has been added
    2. Click this to close the window
    3. Other CD custom fields that can be added

    Explanation of Report Data
    Image 3 below, shows the Course Description Progress Summary report with no Course Description fields added to the filter. The report in Image 4 was generate with two Course Description fields, pre-test and post-test, added as shown in Image 2 above.

    1. Programs: If a Program was selected it will be shown here, otherwise "All" will be displayed. All ELIS Course Description 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/User Set: The User Set that was selected in teh report filter. If no User Set was selected, all users data will be included in the report data.
    4. Course Descriptions in Report: Number of ELIS Course Descriptions included in the report data.
    5. Course Description: Names of ELIS Course Descriptions 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 learning objectives completed in the Course Description. If there are no learning objectives in a Course Description, 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 Description grade setting. If no ELIS Course Description grade was entered in the ELIS Course Description configuration screen, then N/A will display.
    Image 3: Course Description Progress Summary with no Course Description fields selected.
    Course Progress Report Output


    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 by Course

    The New Registrants Grouped by Course Description report creates a list of users who have newly registered for a Course Description within a designated time frame. The new registrants will be listed under each Course Description with their date of enrollment. If a Course Description has no new registrants, it will not be listed in the report.

    Report Requirements
    • A user must be newly registered in an ELIS Course Description in the time frame designated (if any).
    • Course Descriptions 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 Course Descriptions on the site with the enrollment dates for all enrollees.

    1. Select the Programs or choose all Programs: a specific Program may be chosen. If a Program is chosen all Course Descriptions in the Program 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 Description(s) after this date.
    • "is before" - users who have newly registered in a Course Description(s) before this date.

    New Registrants by Course report filter

    The next image shows the report generated from the report options above. The report displays the Course Descriptions with new registrants within the date range. Below each Course Description is a list of students who started the Course Description during the selected date range.

    Explanation of Report Data

    Program: Program the Course Description(s) are assigned to.
    Course Description Name: ELIS Course Description 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 Description report:
    New Registrants 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 by Student

    The New Registrants Grouped by Student report creates a list of users who have newly registered for a Course Description within a designated time frame. The data will be organized by student. For example, if a user has been enrolled in multiple Course Descriptions in specified time frame, his or her name will appear followed by a listing of Course Descriptions with dates of enrollment. If a user has not newly registered in a Course Description 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 Description 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 Course Descriptions 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 Description(s) after this date.
      • "is before" - users who have newly registered in a Course Description(s) before this date.
    2. Select the organizational User Sets to view: User Sub-Sets may also be chosen. If a User Set is chosen all users within the User Set who are newly registered in the time frame selected (if any) will be included in the report.
    New Registrants 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 CDs/CIs they have enrolled in with the registration dates.

    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 Description name.
    Start Date: Date the learner was enrolled in the ELIS CI.

    New Registrants Grouped by Course Description report:
    New Registrants 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.

    Site Usage Summary Report

    The Site Usage Summary report is a generalized summary report showing an administrator the status of all Course Descriptions 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 Course Descriptions in a program, and now needs to see if these changes have lead to improvement in scores, engagement, time spent in Course Descriptions, 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 Report

    Report Filters
    1. Select the Program or all Programs - leave to No filtering for all Course Descriptions in all Programs, or choose a program 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 Course Descriptions starting between these dates - select the date range for Course Descriptions to be included in the report data.
      • "is after" - include Course Descriptions starting after this date.
      • "is before" - select Course Descriptions starting before this date

    Site Usage Summary Settings



    Explanation of Report Data

    • Site Usage Summary Report: Date selected in report option.
    • Total Course Descriptions in Progress: Total number of users who are enrolled in an ELIS CD. For example, if there are 10 Course Descriptions with 50 users enrolled and not completed, this number will be 500 Course Descriptions.
    • Total Course Descriptions Completed: Number of users who have completed Course Descriptions. For example, if there are 10 Course Descriptions with 20 users in each course who have the status of complete, this number will be 200 Course Descriptions.
    • Total Course Resources Accessed: Number of Moodle class resources that have been accessed (clicked on) by users. Each user who has accessed a resources is equal to 1 resource. For example, if 20 users have each click on 5 resources, this number will be 100 resources accessed.
    • Total Discussion Posts: The number of discussion posts, initial posts and replies, in all Course Descriptions.
    • Total Assignments Grades: Total Moodle course assignments that have scores in the gradebook.
    • Average Pretest Scores: The average of the scores of ELIS Learning Objectives used as a pretest in all Course Descriptions in the selection. The pretest is selected in the ELIS course configuration screen.
    • Average Post-test Scores: The average of the scores of ELIS Learning Objectives used as a post-test in all Course Descriptions in the selection. The post-test is selected in the ELIS course configuration screen.
    • Average Hours Spent in Course Descriptions: Average number of hours spent in all Course Descriptions included in the report.
    • Average Course Grades: Average ELIS CD completion grades of users enrolled in Course Descriptions included in the report.
    • Number of students in Course Descriptions- number of students enrolled in all Course Descriptions 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 Course Descriptions, he will be counted 5 times.
    Site usage summary from a large site with many Course Descriptions 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.

    For example the report from the large corporate compliance site below, which is using only SCORM and resource files, has other display options turned off to focus only on the relevant data:
    Site Usage

    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 User Set of users. Dates can be entered to generate reports for specific date ranges. The report displays user data separately for each Course Description, by user, or (depending on configuration), by week, or by month.

    What is the report useful for?


    At risk intervention: Often when working with a learner who is not performing well, it is useful to know how much time they have been spending working on activities in the LMS. Since the report can be set to display data for a particular user set, for example, at risk learners might be put into an At Risk user set, and that report automatically sent to the learners, their managers/advisers, etc. As the report can be segmented by weeks and months, If an institution is working with the students, improvement in time spent can be viewed on the report and compared with other measures (such as scores, etc.) to see if intervention is being effective.

    Funding:
    Both public and private sector learning programs often need to show that learners are participating in order to justify funding. The Time Summary report can be used along with other measures to show Average Daily Attendance and other data used to justify funding.

    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 report advanced filter


    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 User Sets - a User Set can be selected to see a group of users by User Set.
    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?
    Time Summary Settings

    The first report example below was generated from the report options shown in the image above. No user or User Set 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 Course Descriptions student is enrolled in. Only Course Descriptions in which the users have spent some time during the specified time frame are included in the report.
    • Class ID number - ELIS Class Instance 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.
    Weekly segmentation of Time Summary Report

    Image 2: Site-wide Time Summary Report not segmented:
    Not Segmented Time Summary

    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: http://rlcommunity.remote-learner.net/mod/book/view.php?id=63&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 Description 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 Instance.

    Report Requirements

    A user must be enrolled in an ELIS Class Instance.

    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 Class Instances 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 Course Descriptions the user is enrolled in or has completed.
    • Class Instance ID number - The Class Instance ID number for each Class Instance the user is enrolled in or for each Class Instance the user has completed.
    • Dates Offered - Dates entered for the Class Instance, for Class Instances without dates N/A is displayed.
    • Grade - The current grade for each Class Instance.
    • Status - Pass, fail, or incomplete.
    • Credits - Credits earned for each Class Instance, if applicable.
    • Completed - The date each Class Instance 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.

    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.

    When a Moodle site is upgraded to ELIS, and/or when a larger number of log records have been created than ELIS was able to process in 5 minutes, there is a message that is displayed in your Health Check stating that 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.

    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 in 183.9 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
    24.81s 77.8 MB
    5.18s
    - Individual User Report - Returning to the parameter screen after running the report
    125.6 MB
    13.56s 77.7 MB
    6.21s
    - Individual Course Progress Report - Returning to the parameter screen after running the report 125.9 MB
    16.42s
    77.8 MB
    17.15s This 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
    25.7s 19.0 MB
    0.414s
    - Individual User Report - Sorting by first column
    163.9 MB
    20.3s 18.7 MB
    0.531s

    - Individual Course Progress Report - Sorting by first column
    163,7 MB
    25.48s 19.0 MB
    0.607s
    - Individual User Report - CSV export
    162.8 MB
    8.4809s 19.6 MB
    0.1761s
    - Individual Course Progress Report - CSV Export
    162.8 MB
    13.5448 19.7 MB
    0.1699s
    -Individual User Report - PDF Export
    162.8 MB
    8.5597s 20.2 MB
    0.1872s
    - Individual Course Progress Report - PDF Export
    162.9 MB
    13.8428 20.4 MB
    0.2033s

    ELIS Data Hub 2

    ELIS Data Hub overview:
    ELIS' Program Management component is a powerful system for managing student data, program 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 programs, courses, tracks, and classes by uploading a formatted CSV file.

    Data format(s):
    The current version of ELIS Data Hub 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 IP 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 Data Hub.

    Course data- this is data about programs, 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 can be scheduled to automatically import files placed in it’s import folder and load 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 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 Data Hub target folder. Once that is done, ELIS will load the files as scheduled.

    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 Features for ELIS Data Hub 2

    1. User Sets/Clusters can be created, updated, and deleted.

    2. Enrollments files now allow:
    • User Set/Cluster assignment
    • Program/Curriculum assignment
    • Updating class enrollments.

    3. Create or update: This is a new import setting, located on the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import. If enabled, all create or update actions on users are converted to create actions if the entity does not already exist, or update actions if the entity exists.

    4. There is now support for multivalued custom fields. For example, if there is a menu of choices profile field you can select multiple options. Each option is separated by a /. The format looks like this, option1/option2/option3.

    5. The log UI has been improved. Logs can be linked to from the Data Hub block > Data Hub logs link.

    Accessing ELIS Data Hub

    Accessing ELIS Data Hub


    ELIS Data Hub can be accessed in two ways:
    1. Add the Data Hub block and use the Manage Plugins link.
    2. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins.
    To add the Data Hub block turn editing on for the home page and go to the "Add a block" drop down menu. Select Data Hub.

    Select the edit icon on the block to edit where the Data Hub block should be displayed.

    Edit icon for the Data Hub block

    The Data Hub block editing screen is shown below.

    Edit Data Hub block screen

    Select the Data Hub plugins link to open Data Hub.

    Data Hub plugins link

    Use the Edit, Manage, and Go links to access ELIS Data Hub:
    1. Edit: Links to the settings screen.
    2. Manage: Links to the schedule wizard, for scheduling Data Hub jobs.
    3. Go: Links to a screen where files can be uploaded and run manually.
    Data Hub manage plugins screen

    Version 1 import and export are for Data Hub Basic for Moodle. For ELIS Data Hub be sure to use the Version 1 ELIS import and export.

    You can also access ELIS Data Hub via the Settings block. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins. Under the Data Hub plugins heading is a list of links to different areas of Data Hub.

    Data Hub

    Notes: You can only get to the field mapping screens through the links here in the Settings block.

    Data Hub General Settings

    The are two settings screens for ELIS Data Hub, one for import and one for export. These screens can be accessed in two ways.

    Go to the Data Hub block and select the Data Hub plugins link. From there you can select the Edit link for Version 1 ELIS import or Version 1 ELIS export.

    Data Hub manage plugins screen

    You can also access the ELIS Data Hub settings by going to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import link or Version 1 ELIS export link.

    Data Hub links


    Version 1 ELIS Import Settings


    Version 1 ELIS import settings
    1. Create or update: If enabled, all create or update actions on users are converted to create actions if the entity does not already exist, or update actions if the entity exists.
    2. Import files path: This is where files will be placed to be processed by Data Hub. Files can be uploaded here via SFTP, a username and password will be provided by Remote-Learner staff for SFTP access. The files placed here must be scheduled to run. Manually run files can be uploaded directly through the Data Hub UI.
    3. User import filename: 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.
    4. Course import filename: This is configurable. Data Hub will look for this file name in the import file location when running a scheduled job. The name of the file and the name entered here in the settings must match or the file will not be processed.
    5. Enrollment import filename: This is configurable.
    6. Log file location: This is where log files are stored. Use SFTP to access the file location.
    7. Email notification: Enter the email addresses of users that should receive import log files.
    The file locations/paths 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 Data Hub folder locations can be accessed via SFTP or SCP from your source server. These folders can not be accessed with a web browser.


    Version 1 ELIS Export Settings


    Version 1 ELIS export settings
    1. Export path: This is the file location where scheduled exports are stored.
    2. Export filename: The name of the export file, enable timestamp to make it unique.
    3. Timestamp export file: This gives each export file a unique time stamp. If this isn't selected then the previous export file will be replaced when a new export file is processed.
    4. Log file location: This is where log files are stored. Use SFTP to access the file location.
    5. Email notification: Enter the email addresses of users that should receive export log files.
    6. Enable non-incremental export: Include all historical data in manual exports.
    7. Time delta for incremental manual export: The time delta specifies how far back the manual export includes data from.

    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

    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

    The file paths are located on the Data Hub block configuration screen. Go to Site Administration block > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import or Version 1 ELIS export. The file paths are setup by Remote-Learner.

    Enter the file path in the open directory window.

    WinSCP open directory pop-up 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 > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import or Version 1 ELIS export. These file paths are setup by Remote-Learner staff.
    Cyberduck login

    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

    Importing/Processing Files

    Data Hub import files can be scheduled to process or can be manually processed. Import files should be scheduled to process in most instances. Manual processing should be used for testing only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.


    Scheduling Import Times


    Scheduled imports process files uploaded to the the import files path, which is also referred to as the import file location in some areas of the documentation. The files can be uploaded to the import files path via SFTP, this process is described at this link. The import files path is listed in the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import settings.

    To schedule your imports, click the Manage link under the Schedule heading.

    Manage plugins screen

    This will open up the scheduling wizard. Select the New Job button to schedule an import job. A single site can run more than one scheduled import/export job.

    New job button
    Note: The schedule defines the earliest time a job can run, but the jobs themselves may run a few minutes later than the scheduled times.

    Scheduling a new job
    1. First we'll need to give our job a label - this lets us tell what the different jobs we have scheduled do, so it's ideal to use a label that will make it easy for you to tell what the job is for.
    2. Period - this is the frequency the job will run. Import date format: The are 3 import date formats, whichever format is selected here must be used in the import files. This value should be set in the format *d*h*m with 1d = once per day. 1 h= once per hour, and 5m = every 5 minutes. For example, you set your schedule to 2d the this job would run every two days from the time you set the schedule up. If you set it at 2h, then the job would run every two hours from the time you set the schedule up. If you set it to 30m, the import will run every 30 minutes starting from the time you set the schedule up.

    Note: if you need to have the import run at a specific time, RL Support can setup a custom serverside cron job to support that for Enterprise and Premiere support levels.

    Once the schedule has been set, your job will begin running based on the time period. For example if you create a schedule at 12PM on Monday, and set it to run every day (1d), it will run the next day, the first time the cron tasks run after 12PM on Tuesday.


    Manually Run Imports


    To run Data Hub manually, select the Go link under the Run Manually heading.

    Manage plugin screen go link

    This will open a screen where files can be uploaded and run manually.

    Run manually screen
    1. Choose a file with user information in it to import manually.
    2. Choose a file with course information in it to import manually.
    3. Choose a file with enrollment information in it to import manually.
    Select the Run Now button when you have finished uploading files.

    Viewing Logs

    Data Hub Logs:

    Data Hub for Moodle 2 now includes a log page where you can view the logs from your imports and exports.

    Data Hub logs link

    The log viewing screen provides the ability to filter what logs you see, to view summary information about success and failure of import and exports, and the ability to download and view the full logs. Logs can also be viewed via SFTP if you have setup the SFTP folder.

    Log viewing screen
    1. The filter settings enables you to hide or show logs with certain parameters.
    2. The Task Type filter lets you show only import or only export logs.
    3. The Execution filter lets you choose between showing automatic imports only, or manual imports only.
    4. The start time filter lets you show logs for actions that occurred on specific dates.
    5. Active filters will show you what filters are currently being used to filter the logs you see.
    6. The log list shows you summary information about logs for import and/or export events.

    Viewing logs

    1. The first row shows the type of task - Import or Export.
    2. This shows the plug-in type.
    3. This shows whether the file was run automatically, or manually.
    4. This shows which user ran the file - this may vary when tasks are run manually.
    5. This shows when the file was scheduled to run - for the manual files in this example, this is not applicable as the files were run manually and not scheduled.
    6. This shows when the file began processing.
    7. This shows when the file completed processing - very large files (10,000 lines or more) may take some time to run - running such files manually can help you plan how long a large file is likely to take.
    8. This will show how many records were processed - for example if there were 3 courses in a course creation/update file, this shows that they were all processed. Note that in the import file that ran at 09:01 AM above, 4 records processed ok, and one had an error.
    9. This shows how many records had an error and could not be processed. Note that a file with 100 records and 50 errors, 50 records are processed (courses created, users created, etc.) and 50 were not. The log show this in detail what happened.
    10. The Status message presents a summary of the Data Hub run.
    11. The Entity type column shows what kind of file was run - user, course, enrollment, etc.
    12. This is the link to the full log file. Since export files just export completion information, there is no detailed log of these files.

    Viewing the logs online:

    viewing the detailed log

    Click the Log link to view the complete, line by line log of the import action.

    Detailed log

    The detailed log is a text file, when you view it in a text editor you can see the line by line log and identify why errors occurred. For example in the above file you can see that the 3rd line a user with test4 for a user name was created, and then in the 4th line the same user name was rejected as there is already a user with that user name in the system (in this case the user created on line 3).

    Batch Import/Update of Users

    Setting Up User Import Fields

    The fields that can be imported and exported are listed in the Field Mappings link.

    Field mapping link for ELIS import

    The user properties mapping table enables you to map the names of user properties from your export file to properties in ELIS Data Hub. You only need to remap data entered here if your export file has different names in it.

    Field mapping user fields tab

    User fiel map image2
    1. The tabs at the top indicate which fields we are editing - in this example the User Fields.
    2. Data Hub enables you to enter new values for these fields to match the values in your export file. For example if your backend system calls the username the uname, you can map the Moodle field username to uname here. The most common use here is to remap profile field values.
    3. ELIS custom user fields are included in the User properties mapping table. New values can be entered for custom fields the same way as standard fields.
    4. Save changes to save your changes and put them into effect.

    Any of these parameters can be set or updated via the Data Hub import file. If you make changes to any property values, be sure to select the Save changes button.

    The following tables contains the standard fields from the property map above with a brief explanation of each field. Required fields for user creation are in red.

    action:
    The action field is always required. Enter create, update, or delete. The actions from Data Hub 1 will work with Data Hub 2, "add" can be used instead of "create" and "disable" can be used instead of "delete".
    username:
    This is a required field for user creation.
    password:
    This will create or update the user's password
    idnumber:
    The user's id number is a required field for user creation.
    firstname:
    This is a required field field for user creation.
    lastname:
    This is a required field for user creation.
    mi:
    The user's middle initial
    email:
    This is a required field for user creation.
    email2: A second email if the user has one
    address:
    The user's address
    address2:
    The rest of a user's address
    city:
    The user's city
    state:
    The user's state
    postalcode
    The user's postal code
    country:
    This is a required field for user creation.
    phone:
    The user's phone #
    phone2:
    The user's second phone #
    fax
    The user's fax
    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.


    The required fields for creating users with ELIS Data Hub import files are:
    1. action
    2. idnumber
    3. username
    4. firstname
    5. lastname
    6. email
    7. country
    The required fields for updating and deleting users with ELIS Data Hub import files are:
    1. action
    2. idnumber or username or email

    Data Hub Actions:
    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function:

    Example of user import csv file

    In the image of the user file above:
    • Mary is being added to the site. Only the required fields for user creation are included in the file.
    • James is being added to the site.
    • Patricia's city is being updated using her idnumber as the identifying field.
    • Jennifer is being deleted using her email as the identifying field. 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.

    For the file to process successfully the users in rows 4 and 5 must be added to the site before running the file.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    Using Custom Fields

    ELIS custom fields can be set via ELIS Data Hub user and course files. For user files ELIS custom user fields can be included. For course files ELIS custom fields for classes, courses, programs, tracks, and user sets can be included. Only ELIS custom course fields work with course imports, only ELIS custom class fields work with class imports, etc.

    ELIS Data Hub will only update ELIS custom fields. To update Moodle profile fields use Data Hub Basic or synchronize the ELIS custom user field to update the Moodle profile field.

    On the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping, the User fields tab and Course fields tab have the custom fields listed below the standard fields. The following image is showing the User fields tab, one standard field and three custom user fields are shown. The property that should be entered in the user csv file is shown on the user property map, it can also be edited on this page. By default the ELIS custom field shortname is used.

    Field mapping User fields tab, view of custom fields

    The property shown on the field mapping interface is entered in the header of the csv file and the value to be assigned for this field will go in the user row. The following example shows two ELIS custom user fields in the csv file. The shortname for each custom field (shown in the field mapping interface above) has been entered in the file header, PMLevel and Company. The values for those custom fields are entered in the user rows below the header. PMLevel custom field is a menu of choices field, so the values entered have to be one of the existing menu options for the custom field. Company custom field is a text input field, so any text can be entered for a value.

    Image of user import csv file with custom fields

    The value entered will depend on the profile field:
    • menu of choices: For this custom field assign one of the menu options to the user. For multivalued fields more than one option can be added. Add a / to separate the options, e.g., option1/option2/option3.
    • boolean: For the checkbox profile fields enter "0" to keep the checkbox unchecked, and enter "1" to select the checkbox.
    • text input: For text input, just add text.
    • date/time: Use the format MMM/DD/YYYY or MMM/DD/YYYY:HH:MM. For example, Jan/01/2013.

    Batch Importing Course Info.

    The Course fields tab is where you can edit the import parameters for Program, Track, Class Instance, Course description, and User Set properties. All five of these items can be processed on the same csv file, but to help explain these items each one will be explained individually in the docs. To access the field mapping go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

    On the course properties mapping table, we can map the key names in Data Hub 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.

    The course field mapping table includes fields for programs, tracks, class instances, course descriptions, and user sets. On this page we will just be covering course information. The following pages cover the other instances.

    Course fields tab

    Course fields mapping table page 2
    1. The tabs at the top indicate which fields we are editing - in this example the Course Fields.
    2. IP enables you to enter new values for these fields to match the values in your export file. For example if your backend system calls the username the uname, you can map the Moodle field username to uname here. The most common use here is to remap profile field values.
    3. All ELIS custom fields are included in the User and Course properties mapping tables. New values can be entered for custom fields the same way as standard fields.
    4. Save changes to save your changes and put them into effect.

    If you make changes to any property values, be sure to select the Save changes button.

    The following table has the standard course fields that can be included in course import files. ELIS custom fields can be included as well.

    action: The action field is always required. The available actions are create, update, and delete.
    context:
    This is always a required field. 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, curriculum, and cluster.
    idnumber: The course idnumber is a required field for course creation.
    name: The course name is a required field for course creation.
    code: The course code.
    syllabus: Enter a course description.
    lengthdescription: Enter a length description. For example, days, weeks, months, semesters, etc.
    length: The course duration.
    credits: The credits for completing the course.
    completion_grade: Enter a number from 0 to 100.
    cost: The cost of the course.
    version: The course version.
    assignment:
    This assigns the course to a program/curriculum. A course may be assigned to more than one program/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 required fields for courses are:
    1. action
    2. context
    3. idnumber
    4. name
    Note: The Action column should always be first in the file.

    The required fields for updating or deleting courses are:
    1. action
    2. context
    3. idnumber

    Data Hub Actions


    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function:
    Image of course csv file

    In the image of the course file above:
    • The course with name Scaffolding Safety is being created. It is linked to the Moodle course with shortname scaffoldingsafety, meaning that is the Moodle course template attached to this course. The course has also been assigned to the OSHA Program.
    • The course Electrical Safety is being created.
    • The course with idnumber electricalsafety is being updated with a version number.
    • The course is being deleted.
    In the example above the course in row 5 has to be created, and so do the program and the two Moodle template courses before the file will be processed successfully.

    Select this link to download the file in the previous image.

    *csv files can be created in many systems and by automated processes.


    The following example is a course file with all 5 course contexts being added. We have only covered the course context so far - the next couple of pages cover the other 4 contexts that can be included in the course file.

    Image of course csv file

    Select this link to download the file in the previous image.

    Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    Batch Importing Class Info

    On the Course fields tab you can set the class properties for your import. Because the course.csv file can create five different ELIS items - courses, classes, programs, tracks, and user sets, the file mapping contains more information. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

    Course fields tab

    Course field mapping screen image 2

    If you make changes to any property values, be sure to select the Save changes button.

    The following table has the standard course fields that can be included in the class import files. ELIS custom fields can also be included.

    action: The action field is always required. Enter create, update or delete.
    context:
    The context is always a required field. Enter class.
    idnumber:
    The class idnumber is a required field.
    startdate:
    The start date of the class if it has one. The new date format is MMM/DD/YYYY, e.g., Jan/01/2013. Formats used in 1.9 will work as well.
    enddate:
    The end date of the class if it has one. The new date format is MMM/DD/YYYY. Formats used in 1.9 will work as well.
    starttimehour:
    The start time hour. The format uses the minute drop down menu. Enter a number between 0 and 23.
    starttimeminute:
    The minute the class starts. Enter a number in multiples of 5 between 0 and 55.
    endtimehour:
    The hour the class stops. Enter a number between 0 and 23.
    endtimeminute: The minute the class stops. Enter a number in multiples of 5 between 0 and 55.
    maxstudent:
    The seat limit/maximum number of students. Enter a number. Default is 0 which is unlimited.
    enrol_from_waitlist:
    Enroll users from the waitlist. Enter 1 for yes or 0 for no, or just enter yes or no.
    assignment:
    This is a required field. ID number of the ELIS course the class is an instance of.
    track:
    The idnumber of the track the class is on. For this to work the course description the class is an instance of has to be part of the program/curriculum the track is an instance of.
    autoenrol:
    Sets the class to auto-enroll if it is part of a track. Enter 1 for yes and 0 for no, or just enter yes or no.
    link:
    Enter shortname of Moodle course to link to, or "auto" to auto-create a new Moodle course from template.


    The required fields for class creation are:
    1. action
    2. context
    3. idnumber
    4. assignment

    The required fields for updating or deleting classes are:

    1. action
    2. context
    3. idnumber

    Data Hub Actions


    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function. The following example is a course file with all 5 course contexts being added. Row 6 and 7 in the csv file are creating classes. The two classes are instances of the courses created in row 3 and 4. The link column is auto-creating two new Moodle courses from template and linking them to the new ELIS classes. The two classes have also been assigned to the track created in row 5.

    Image of course csv file

    Select this link to download the file in the previous image.

    Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    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 Data Hub course file
    3. Uploading and processing the file.

    Creating an ELIS Course File


    The course and class can be created from the same course file. Be sure that the course is listed before the class in the file.

    The course file will create a new ELIS course and link it to a Moodle template course. Then create an ELIS class auto-creating a new Moodle course using the template 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 Moodle course that will be used as a template.
    The required fields for creating the ELIS class are:
    • action - Enter create.
    • context - Enter class.
    • idnumber - Enter the idnumber of the new ELIS class.
    • assignment - Enter the id number of the ELIS course this class is an instance of.
    • link - Enter auto to auto-create a new Moodle course from template.
    The name of the class will be a combination of the ELIS course name and the class id number.

    The next image is showing the file.

    Image of course csv file

    This file will create a new ELIS course , ELIS class, and Moodle course. The ELIS class and auto created Moodle course will be linked.

    Select this link to download the file above.

    For the file to process successfully a Moodle course with the shortname "electricalsafety" must be created.

    Batch Import/Update of Program Information

    On the Course fields tab you can set the program properties for your import. Because the course.csv file can create five different ELIS items - courses, classes, programs, tracks, and user sets, the file mapping contains more information. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

    Course fields tab

    Course field mapping screen image 2

    If you make changes to any property values, be sure to select the Save changes button.

    The following table has the standard course fields that can be included in the program import files. ELIS custom fields can also be included.

    action: This is a required field. Enter create, update, or delete.
    context: This is a required field. Enter curriculum. We use curriculum for the context field even though curricula are now called programs in ELIS 2.0.
    idnumber: This is a required field.Enter the program id number.
    name:
    This is a required field for program creation. Enter the name of the program.
    description:
    The description of the program if it has one.
    reqcredits: The credits required to complete the program.
    timetocomplete:
    The amount of time the user has to complete the program.
    frequency:
    How often the program is run.
    priority: When a student is in more than one program, the priority controls which is displayed first.


    The required fields for creating programs are:
    1. action
    2. context
    3. idnumber
    4. name

    The required fields for updating or deleting programs are:

    1. action
    2. context
    3. idnumber


    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function. The following example is a course file with all 5 course contexts being added. Row 2 is creating a program/curriculum with 2 required credits.

    Image of course csv file

    Select this link to download the file in the previous image.

    Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    Batch Import/Update of Track Information

    On the Course fields tab you can set the track properties for your import. Because the course.csv file can create five different ELIS items - courses, classes, programs, tracks, and user sets, the file mapping contains more information. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

    Course fields tab

    Course field mapping table image 2

    If you make changes to any property values, be sure to select the Save changes button.

    The following table has the standard course fields that can be included in the track import files. ELIS custom fields can also be included.

    action: The action field is always required. Enter create, update, or delete.
    context: The context is always a required field. Enter track.
    idnumber: The track idnumber is a required field. This value must be unique.
    name:
    This is a required field for track creation. Enter the name of the track.
    description:
    The description of the track if it has one.
    startdate:
    The startdate of the track. Use the new MM/DD/YYYY
    enddate:
    The date the track ends.
    autocreate: Auto-create the classes of the track - a class for each course in the program the track is an instance of. Enter 1 to auto-create classes and 0 or leave blank if classes won't be auto-created.
    assignment:
    The idnumber of the program/curriculum the track is assigned to.


    The required fields for track creation are:
    1. action
    2. context
    3. idnumber
    4. name
    5. assignment

    The required fields for updating or deleting tracks are:

    1. action
    2. context
    3. idnumber

    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function. The following example is a course file with all 5 course contexts being added. Row 5 is adding a track with the auto-create field set to no.

    Image of course csv file

    Select this link to download the file in the previous image.

    Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    Batch Import User Set Info

    On the Course fields tab you can set the user set properties for your import. Because the course.csv file can create five different ELIS items - courses, classes, programs, tracks, and user sets, the file mapping contains more information. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS import > Field mapping > Course fields tab.

    Course fields tab

    Course field mapping screen image 2

    If you make changes to any property values, be sure to select the Save changes button.

    The following table has the standard course fields that can be included in the user set import files. ELIS custom fields can also be included.

    action: This is a required field. Enter create, update, or delete.
    context: This is a required field. Enter cluster. We use cluster for the context field even though clusters are now called user sets in ELIS 2.0.
    name: This is a required field. Enter the name of the user set.
    display:
    User set description.
    parent:
    The name of an existing user set, or "top" to make the user set a top-level user set.
    recursive: Enter yes or no, or 1 for yes and 0 for no. This setting is only used during delete. Selecting yes will delete user sets and user sub-sets. Selecting no with delete the user set and promote user sub-sets to the user set level. Default is to promote user sub-sets to user sets when deleting the parent user set.


    The required fields for creating user sets are:
    1. action
    2. context
    3. name

    The required fields for updating or deleting user sets are:

    1. action
    2. context
    3. name


    ELIS Data Hub tells ELIS what needs to be done with imported data via the Actions column. The sample csv file below illustrates this function. The following example is a course file with all 5 course contexts being added. Row 8 is adding a user set/cluster.

    Image of course csv file

    Select this link to download the file in the previous image.

    Note: The two Moodle template courses identified in the course "link" field have to be added to the site before the file will run successfully. To run the file without adding Moodle template courses delete the four values in the "link" column.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    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 given 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 Programs, 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, update, and unenroll student users and instructors in classes. ELIS DH also enables you to assign users to programs, tracks, and user sets. Users can also be enrolled in a user context, e.g., a user can be assigned the parent role for another user. The most common types of enrollment are for students and instructors in ELIS classes.

    The Enrollment fields tab is where you can set the import parameters for enrollment fields. Go to the Settings block > Site Administration > Plugins > Blocks > Data Hub Plugins > Version 1 ELIS import > Field mapping. Then select the Enrollment fields tab.

    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".

    Enrollment fields tab

    If you make changes to any property values, be sure to save your changes with the Save changes button on the bottom of the screen. Use the Restore defaults button to restore the profile fields to their original state.

    The properties that can be set via the enrollment file are listed below with brief descriptions.

    action: The action field is always required. Enter create/enrol/enroll, update, or delete/unenrol/unenroll.

    context: The context in which the enrollment occurs, e.g. user A is enrolled as an instructor in class B, etc. The available context are track, class, user, cluster (user set), curriculum (program). The format here is context_instance. For example, class_idnumber. The only time it is different is for user sets because there is no id number. The user set format is cluster_name.

    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.

    user_username: The username for the user.
    user_email: The email for the user.
    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.

    assigntime: This field is for class instructor enrollments only. Use the new date format of MMM/DD/YYYY, e.g., Jan/01/2013. Date formats used in Data Hub 1.0 will work as well.

    completetime: The completion date for a student is for class enrollments only. Use the MMM/DD/YYYY format or any of the Data Hub 1.0 date formats. Make sure the record is locked after setting a completion date or the completion date will change to the current day when the cron runs.

    completestatusid: This field is for class enrollments only. The completion status for the user - this can be set to 0,1,2, with 0 = incomplete, 1 = fail, and 2 = pass.

    grade: This is for class enrollments only. 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: This field is required for instructor enrollment in classes and for enrollments in a user context. Enter the role shortname. For instructor assignments in classes enter "instructor" for this field.


    The required fields for enrollments are:
    1. action
    2. context
    3. user_idnumber or user_username or user_email
    4. role - the role field is required for instructor assignments in classes and for enrollments in a user context, e.g., a user is assigned the parent role in a user context.

    Example file

    Image of enrollment csv file

    In the example above:
    • Row 2 and row 3 are enrolling students in a class, this assigns them to the Enrollments tab of the class. When assigning a student user to the class Enrollments tab, the role field is not required.
    • Row 4 is enrolling a user as an instructor in the class, instructors are located on the Instructors tab of the class. When adding a user to the Instructor tab of the class the role field is required, enter "instructor".
    • Row 5 is assigning a user to a program/curriculum, on the Users tab.
    • Row 6 is assigning a user to 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.
    • Row 7 is assigning a user to a user set/cluster, on the Users tab.
    • Row 8 is assigning a user the parent role for a another user.
    Select this link to download the sample enrollment file shown above.

    For the file to process successfully the users, class, program/curriculum, track, and user set/cluster have to be added to the site.

    Note: When a student user is enrolled in an ELIS class the are also assigned the student role in the attached Moodle course. If you want Instructors to be automatically assigned a role in the attached Moodle course you must use a setting in the Admin > Configuration screen. Go to the Program Management block > Admin > Configuration and then locate the "Default Instructor Role" setting. Use the drop down menu and select the Teacher role. This will automatically add the user to the Teacher role in the Moodle course when they are assigned as an instructor in the ELIS class.


    Importing/Processing Data Hub Files


    ELIS Data Hub import files can be scheduled to automatically process or can be manually processed. Import files should be scheduled to process in most instances, docs for scheduling imports are at this link. Manual processing should be used for testing small files only. Manual processing is currently limited to 28 seconds of processing time in our standard Data Hub installs. Scheduled processing will continue imports on subsequent cron runs when processing takes to long, manual processing does not do this.

    The sample file being used here is simple enough to process manually. To manually process files go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage Plugins. Under the Import Plugins section go to the Version 1 ELIS import row and select the "Go" link in the Run manually column.

    Manage plugins go link

    Select the "Choose a file" button. Select a file to process and then select the Run Now button.

    Run manually screen

    Once the file is processed there will be a brief log message stating whether or not the file import was successful.

    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 Data Hub script runs. Logs can be accessed from the Data Hub block > Data Hub logs link.

    For information about scheduling imports to automatically process go to this page Importing/Processing files.

    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 linked to the Moodle 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.

    Image of csv file assigning user to instructor in a class

    The next image is showing the Instructor tab of the class that Patricia was added to when the enroll file was processed.

    Class Instructor tab

    The following image is showing the Moodle course Other users page. From the Moodle course go to the Settings block > Course Administration > Users > Other users page. Patricia is the first user shown, she is assigned the Teacher role.

    Moodle course Other users page

    Batch Export of Completion Information

    Data Hub can export final grade information (number and/or letter grades) in csv format. This can be imported to an SIS/ERP record keeping program (Banner, Peoplesoft, SAP, etc.). What is provided by Data Hub is a regularly exported csv file with either incremental data (grades changed/updated since the previous export) or a full export of all grade data on the system. Custom user profile fields can be added to this export.

    For a record to be included in the export:
    • a program management user (ELIS user) must exist
    • that user must be enrolled in a class instance and have an enrollment status of "Passed".
    Access export settings by going to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS export. The screen in the following image will be shown.

    Version 1 ELIS export settings
    1. Export path: This is the file location where scheduled exports are stored.
    2. Export filename: The name of the export file, enable timestamp to make it unique.
    3. Timestamp export file: This gives each export file a unique time stamp. If this isn't selected then the previous export file will be replaced when a new export file is processed.
    4. Log file location: This is where log files are stored. Use SFTP to access the file location.
    5. Email notification: Enter the email addresses of users that should receive export log files.
    6. Enable non-incremental export: Include all historical data in manual exports.
    7. Time delta for incremental manual export: The time delta specifies how far back the manual export includes data from.
    Export files show course data for users in a CSV format. The export files include the following data:
    • first name
    • last name
    • username
    • user idnumber
    • course description idnumber
    • start date
    • end date
    • status
    • grade
    • letter grade
    Data Hub versions 2.4.1.1+ and 2.3.1.9+ have the capability to add additional fields to the export file. In prior versions only ELIS custom user fields could be added to the export. The new user interface to configure version 1 export fields is shown in the next image. To open the screen go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS export > Field Mapping.

    The screen has three columns:
    1. Field Categories: This column shows the different categories. When a category is selected the available fields for that category are listed in the Available Fields column.
    2. Available Fields: This column shows the fields for each category. ELIS custom fields will be listed below the standard fields. Drag and drop fields from this column to the Active Fields column to add the field to the export.
    3. Active Fields: This column shows the additional fields that will be added to the export file. To change the name of a field for the export file select the Set Custom Name link to open a text box where the new name can be entered. To change the order of fields drag and drop the field to a new location. Use the X icon on the right hand side of the box to delete the field from the Active Fields column.

    Select the Save changes button on the bottom left hand side of the screen to save any changes made.

    Export field map
    The UI for adding ELIS custom user fields in prior versions of Data Hub is shown below. ELIS custom user fields can be added to the export file by going to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS export > Field Mapping. The Project Management Level custom user field has been added to the export file. The column header for the custom profile field in the export file can be edited once the profile field has been added.

    Export field mapping

    Export files can be run manually or can be scheduled to run automatically. To schedule an export to automatically run go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage plugins. Under the Export Plugins section Version 1 ELIS export row select the "Manage" link under the Schedule column.

    Data Hub manage plugins screen

    Then select the "New Job" button.

    Schedule export new job button

    Enter the Label and Period for the job. The example in the next image has the period set for one day. So this export will run one day from the time this job is created and then it will run once every day at about the same time. If you only want the scheduled job to run once it needs to be deleted after it has run.

    Scheduling export job

    Files from scheduled exports are saved in the Export path, which is displayed in the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Version 1 ELIS export link. The following image is showing scheduled jobs. So on 19/Apr/2013 after 6 PM there should be one export file saved in the Export path.

    Scheduled export jobs

    To run a export file manually go to the Settings block > Site Administration > Plugins > Blocks > Data Hub plugins > Manage plugins. Under the Export Plugins section select the "Go" link in the Run manually column.

    Data Hub manage plugins screen

    Then select the Run Now button. The file will be presented for download. If the file takes to long to run then the file will be saved in the Export path (displayed on the Version 1 ELIS export settings screen).

    The following image shows an example of an export file. In the ELIS export, each row of data represents one completed class enrollment.

    Image of export file

    This file is displaying completion information for all users that have completed a course description. If a user is in multiple courses, each course will have a separate row in the file.

    Select this link to download the file shown in the example above.

    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 Data Hub processes by itself which will not impact the Moodle cron from running regularly.

    To disable Data Hub plugin from running in the Moodle cron go to the Settings block > Site Administration > Plugins > Blocks > Data Hub. 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.

    Data Hub setting
    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 Data Hub 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.

    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


    Class Request Permissions

    Class Request permissions


    Approve class requests - block/course_request:approve

    • This allows a user to approve class requests.
    • Assign this permission in the system context or ELIS contexts.
    • For example, if a user assigned this permission and the view classes permission at the system level, they can view the Class request block, and the Approve Pending Request link. Selecting the link will open a screen where the user can approve pending class request.

    Configure class request form - block/course_request:config

    • This allows a user to configure the class request form.
    • Assign this permission in the system context or ELIS contexts.
    • For example, if a user has this permission, the view classes permission, and the approve class request permission assigned at the system level, they can view the Class request block and Edit Request Page link. Selecting the link enables the user to edit settings for the class request page.

    Request creation of new classes - block/course_request:request

    • This allows a user to request new classes.
    • Assign this permission in the system context or ELIS contexts.
    • For example, if a user is assigned this permission and the view classes permission at the system level, they can view the Class Request block, and the Class Request Page link. Selecting the link opens the class request screen where the user can request new classes.

    ELIS Program Permissions

    ELIS Program permissions


    Manage class instance instructor assignments - elis/program:assign_class_instructor

    • This permission enables a user to assign instructors to a class or classes.
    • Assign this permission in a class, track, or at the system level contexts.
    • For example, create a role with this permission enabled and "view class instances" permissions enabled and assign it to a user at the system level. The user with the role can assign any user as an instructor in any class instance.

    Manage User Set's users' class instance instructor assignments - elis/program:assign_userset_user_class_instructor

    • This permissions enables a user to assign instructors to a class or classes, but only users of a user set(s).
    • Assign this permission in a user set context.
    • For example. Create a role with this permission enabled and assign it to a user in a user set. Create a second role with "view class instances" permission enabled and assign it to the same user in a class instance. The user assigned the roles can assign users from the user set as instructors in the class.

    Associate program management items - elis/program:associate

    • This enables program management items to be shared between roles.
    • For roles to associate program management items, each role must have this permission enabled.
    • For example, a program administrator role (with this permission enabled) is assigned to a user in a program, which gives the user access to only courses in the program. 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 program.

    Create classes - elis/program: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 program. The user may view any classes that are linked to the program, and they can create a new class from any course in the program.
    • Note: Anytime a role has create, edit, or delete permissions for a program, course, etc., there also needs to be a view permission for that item included with the role.

    Delete classes - elis/program: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 program, may delete any class that is an instance of a course in the program.

    Edit class - elis/program: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 program, may edit any class linked to that program.

    Manage class enrolments - elis/program: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 user set's users' class enrolments - elis/program:class_enrol_userset_user

    • This allows a user to manage class enrollments for users assigned to users sets they manage.
    • Assign this permission to a user set administrator in a class or user set context.
    • For example, create a role and allow permissions "elis/program:class_enrol_userset_user" and "elis/program:class_view". Create a user set of users and assign one of them the role in a class, then that user can enroll users of their user set in the class.
    • Another use case could be to create two roles. Role 1 enables this permission and is assigned in a user set. Role 2 has view class permission enabled and is assigned in a class, track, or system level. Then the user with the roles can assign users of their user set in a class, classes of a track, or all classes.

    View Classes - elis/program: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.

    Configure program management settings - elis/program:config

    • This allows a user to view/access links in the Program Management block > Admin section. This permission enables the links to screens for: default results engine score settings, custom fields, user set classifications, configuration, notifications, default class instance settings, and default course description settings.
    • This role should be assigned to ELIS administrators at the system level.
    • To enable the Bulk User Actions link in the Program Management > Admin section allow the permission "Manage Program Management system (Deprecated) - elis/program:manage".
    • To enable the Front Page Groups/Groupings links in the Program Management > Admin section allow the permission "Manage groups - moodle/course:managegroups" in the Moodle Course section of the permissions.

    Create course description - elis/program:course_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 course description - elis/program: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 program context, and it allows a user to view and delete courses of the program.

    Edit course description - elis/program: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 program context, and it allows a user to view and edit courses of the program.

    View course description - elis/program: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.

    Manage Program Management system (Deprecated) - elis/program:manage

    • This allows a user to view/access links in the Program Management block > Admin section. This permission enables the links to screens for: bulk user actions, custom fields, default class instance settings, and default course description settings.
    • This permission also allows the user to view/access items in the Users, Programs, Learning Plan, and Reports sections of the Program Management block.
    • Assign this permission to ELIS administrators at the system level.

    Manage Program files - elis/program:managefiles


    Receive course due to begin notifications - elis/program:notify_coursedue

    • This allows a user to receive course due to begin notifications.
    • Assign this permission in the system or user contexts.
    • Note: There are also Notification settings that need to be configured in the Program Management 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 - elis/program: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 program completed notifications- elis/program:notify_programcomplete

    • This allows a user to receive program 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 program.

    Receive program due to begin notifications - elis/program:notify_programdue

    • This allows a user to receive program due to begin notifications.
    • Assign this permission in the system or user contexts.

    Receive program not completed notifications - elis/program:notify_programnotcomplete

    • This allows a user to receive program 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 program.

    Receive program expiration notifications - elis/program:notify_programrecurrence

    • This allows a user to receive program 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 programs they are enrolled in.

    Receive track enrolment notifications - elis/program: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 covers the class notifications permissions.

    Can over enroll a class - elis/program: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 Program Management block, is able to view the classes of the track, and control enrollments of the classes, including over enrolling classes.

    Create program - elis/program:program_create

    • This allows a user to create programs.
    • Assign the permission in the system context.
    • For example, assign this permission and the "view program" permission at the system context, and it allows a user to view all programs on the site and create programs.

    Delete program - elis/program:program_delete

    • This allows a user to delete programs.
    • Assign this permission at the system context or ELIS contexts.
    • For example, assign this permission and the "view programs" permission in a program, and it allows a user to view and delete the program. Assign this at the system level and the the user could view and delete any program on the site.

    Edit program - elis/program:program_edit

    • This allows a user to edit programs.
    • Assign this permission in the system or ELIS contexts.
    • For example, assign this permission and the "view programs" permission in a program, and it allows a user to view and edit the program.

    Manage program enrolments - elis/program:program_enrol

    • This allows a user to manage program enrollments.
    • Assign this permission in the system or program contexts.
    • For example, create a role with this permission and "view programs" permission and assign it to a user in a program. The user can access the program and can manage enrollments for the program.

    Manage user set's users' program enrolments - elis/program:program_enrol_userset_user

    • This allows a user to manage program enrollments for users of user sets they manage.
    • Assign this permission in the user set context.
    • For example, create two roles - (1) create a role with this permission and assign it in a user set, (2) create a second role with "view program" permission enabled and assign it in a program. A user with both roles can access the program and assign only users of the user set to the program.

    View program - elis/program:program_view

    • This allows a user to view programs.
    • Assign this in the system or ELIS contexts.
    • For example, a role with create, edit, or delete permissions for programs, will also need view programs permission.

    Create tracks - elis/program: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 program context, it allows a user to create tracks that are an instance of that program.

    Delete tracks - elis/program: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 program context, it enables tracks of that program to be deleted.

    Edit tracks - elis/programs:tracks_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 - elis/program: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 program context, allows a user to manage track enrollments for all the tracks of the program.

    Manage User Set users' track enrollments - elis/program:enrol_userset_user

    • This allows a user to manage track enrollments for a user set of users.
    • Assign this permission in the user set or user sub-set. Track permissions will be needed somewhere to have a access to tracks to enroll the user set of users.
    • For example, assigning this permission in the user set context will provide access to the user set of users and their enrollment in tracks. Creating a second role with track permissions and assigning that to the user in a track or program, will provide access to tracks to assign the user set of users.

    View tracks - elis/program: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 user set - elis/program:userset_create

    • This allows a user to create user sets.
    • Assign this permission in the system or user set context.
    • Create a role with this permission and the "view user set" permission, then assign it to a user in a user set. The user can view the user set and can create user sub-sets of the user set.

    Delete user set - elis/program:userset_delete

    • This allows a user to delete user sets.
    • Assign this permission in the system context or user set context.
    • Create a role with this permission and the "view user set" permission, and then assign it to a user in a user set. The user can view and delete the user set and/or its user sub-sets.

    Edit user set - elis/program:userset_edit

    • This permission allows users to edit user sets.
    • Assign this permission at the system or user set context.
    • For example, a role with this permission and the "view user set" permission is assigned to a user at the system level, the user may edit any cluster.

    Manage user set membership - elis/program:userset_enrol

    • This permission allows users to manage user set membership.
    • Assign this permission in the system and user set contexts.
    • For example, create two roles: (1) allows "manage user set membership" and "view user set", and is assigned at cluster level; (2) allows "view users" and is assigned at the system level. On the User tab of the user set where the user is assigned the first role, the user can add any user on the site to the user set.

    Manage users set's users' user subset membership - elis/program:userset_enrol_userset_user

    • This allows a user to manage enrollments in user sub-sets of the user set they are managing.
    • Assign this permission at the user set context.
    • For example, assign this permission to a user in a user set context, and they can assign users of the user set to user sub-sets of the user set.

    Only assign roles in a user set to user set members - elis/program:userset_role_assign_userset_users

    • This allows a user to assign roles in the user set and user sub-sets for only members of the user set.
    • Assign this permission in the user set or user sub-set contexts.
    • For example, users assigned to a user set are added to the Users tab of the user set. With this permission those users can be assigned roles in the user set, or user sub-sets of the user set.
    • 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 user set administrator to assign roles to users that are assigned to the user sets they manage.

    View user set - elis/program:userset_view

    • This allows a user to view user sets only.
    • If a role allows other user set permissions this should be enabled to make user sets visible.
    Environments and tags are replaced by custom fields in ELIS 2.0.

    Create users - elis/program:user_create

    • This allows a user to create users.
    • Assign this permission in the system context.

    Delete users - elis/program: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 user set' permission in a user set context, and users of the user set could be deleted.

    Edit users - elis/program: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 - elis/program"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 - elis/program:viewcoursecatalog

    • This allows a user to view the Learning Plan.
    • Assign this permission in the system context.

    Can view reports for own group - elis/program:viewgroupreports

    • This permission doesn't have any capabilities in ELIS 2.0 and it has been removed. Now it is only shown in ELIS versions 2.3.1.7 and earlier.

    Can view own reports - elis/program: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 - elis/program: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 2nd "ELIS Program" section on the permissions page. It is farther down the list with the Moodle permissions.

    ELIS program section 2 permissions

    There are Notification settings that need to be configured in the Program Management 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 - elis/program: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 - elis/program: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 - elis/program: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 - elis/program: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.

    Survey Permissions

    Survey block permissions


    Edit Survey - block/enrol_survey:edit

    • This allows a user to edit surveys.
    • Assign this permission in the system context.
    • For example, if a user is assigned this permission at the system level, they can see the survey block and the Edit Survey link on the site home page.

    Take survey - block/enrol_survey:take

    • This permission allows a user to take surveys.
    • Assign this permission in the system context.
    • For example, if a user is assigned this permission at the system level, they can see the survey block and Take Survey link.

    ELIS Report Permissions

    ELIS report 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

    In ELIS 2.0 there are no permissions for Data Hub that can be assigned to users. Only admins have the capability to use Data Hub in ELIS 2.0.



    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 Settings block > Site Administration > 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 user sets to programs and tracks at the system level. The name of this role will be User Set Enrollments.

    Once we assign the role a name we choose the context types where this role can be assigned. This role will be assigned at the system level.

    Creating a role

    Then 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 program management items - elis/program:associate
    • View program - elis/program:program_view
    • View track - elis/program:track_view
    • View User Set - elis/program:userset_view

    When finished with the permissions section, select the Create this role button at the bottom of the page.

    Since this role is assigned at the system level we go to the Settings block > Site Administration > 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 user sets, programs and tracks. The Associate program management items permission enables a user with this role to associate user sets with program and tracks.

    From a user set the user can go to the Programs tab and Tracks tab to associate programs/tracks to the user set. From a track the user can go to the User Sets tab to associate a user set to the track. From a program the user can go to User Sets tab to associate a user set 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 Program 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.

    A user's roles tab

    Here there are various roles you can assign - roles are setup on the site in the Moodle roles table (Moodle Site Administration Users Permissions Define roles). Note that only roles set to show in the user's context type will show in the user's roles tab as assignable at the user's context. More information on role contexts.

    In the case below, we are choosing the Manager role we have created - this role has administrative rights on all Program 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 (this can be done in 'batch' via upload users or Data Hub).

    Roles in a user context
    1. This column shows the name of the role
    2. This column shows the description of the role - you can edit the description when you edit or create the role, so if it is a role with a particular function, such as viewing reports or editing users, it is a good idea to put that information in the description.
    3. This column shows the number of users currently assigned in that role in the current context. For example if the Alan Fountain role above had 2 users already assigned in the Manager role, that number would show in the "Users" column.

    Clicking the role's name here will open a list of users who you can assign to the selected role in the user's context, with the usual filtering interface.

    Assigning a role in a users context
    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 only users with a specific email address, 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".

    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 link

    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, user sets, and programs.

    Manage Users screen

    For instance the administrator might change the user's password, edit their user information, update custom profile fields, etc.

    Assigning User Sets

    In a similar fashion to assigning a Manager user to administer a user, a Manager can be assigned to a user set, and thus be able to edit the user set.

    Assigning a user set role

    To assign a user to manage a user set, first select the Manage User Sets link (1) and select a user set, then select the Roles tab (2). On the roles tab, select the role (3) you wish to assign users to in this user set.

    Assigning user set role

    On the roles screen we can select a user or users (1) to assign to the role, and then select the "Assign roles" button (2).

    Using Assigned User Sets

    We now login as the user we assigned previously as the user set administrator. Because this user is assigned to at least one user set, they see the "Manage User Sets" link, and can select it.

    Manage User Sets link

    Because the user is enrolled as the User Set Administrator of the Acme Corporation, she/he can see the ACME Corporation User Set, and also see the various editing links for the user set.

    Using a user set role

    The User Set Administrator can edit any of the user's profiles of his/her user set by clicking on their Name or ID Number. If this role had the "Manage User Set membership" permission allowed this user would be able to add/delete users from the user set as well.

    User set Users tab
    As they are only enrolled in the ACME Corporation user set - they can only see users who are in the ACME Corp. user set.

    When a User Set Administrator also has a role assigned within the Program context with the permissions to view, create, and delete tracks, the Administrator will be able to assign the tracks he or she creates to the user set. Likewise, the Administrator could also assign the user set or user set users to the tracks he/she has created.

    Program Administrator Role

    A user can be assigned the managers role or an administrator role for an entire program in the same way as we saw in the previous examples, by selecting the Roles tab of the program, selecting the role you want to assign, and then assigning a user or users to the role in the program.

    Assigning a program role

    Once an administrator has been assigned to the program, they can see their assigned program when they login and select the Manage Programs link.

    View of user assigned Program Admin role

    Now the Program Administrator can (depending on the permissions given to the role) edit the program information, add or remove user sets, view the courses assigned, set pre-requisites and co-requisites, and add or remove courses. The Program Administrator can also view and edit the users in his/her program, and add or remove users (if the role has been given that permission).

    View of user with Program Administrator role

    Because Tracks are a subset of a Program, a Program Administrator is often given permission to manage the tracks of the program as well. In this case, they can edit the details, user sets, and users assigned to a track, as well as the classes assigned to the track. In the image above there is one track instance of the program the user is assigned the role in. If the user selects the Add Track button in this example they will only be able to create tracks that are instances of the program they have the role in.

    Track Administrator Role

    A user can also be assigned as a Manager at the track level - in this case, the user would see the "Manage Tracks" link in the Program Management block.

    Track Manager view

    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. In the example below I selected the Class Instances tab.

    Track Manager view of assigned track

    Step by Step Example Program Setup

    This tutorial will walk through the steps involved in setting up a sample Program 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.

    Program Description:
    This is an overview of the Program, 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)."

    Program Requirements:
    This will be a set of courses which must be completed with a given grade in order to complete the Program and earn the certificate. ELIS supports both required and optional Course Descriptions, and CDs may consist of online Moodle classes, offline 'classroom' classes, 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 Program description or custom Program 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 Program description or Program 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 CD field can be created with all the outcomes for the Program. When a CD of this Program is added/edited, an outcome could be added to the course. The following image demonstrate how this works.

    The custom CD field has already been created with the outcomes for the Program in the image. A CD 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.

    Learning Object Selection

    Note: Many Course Descriptions might cover more than one leaning objective - in these cases a multi-select list can be used to link multiple LOs with a CD.

    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 Description. If for example, your institution sets the grade of "C" as earning 65% of the available points in a CD, only students who have earned 65% in all of the required ELIS CDs 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.


    Program example 2.1

    The example Program uses a set of 5 Moodle template classes. 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 Program.

    The first step in setting up this Program is to create the ELIS courses. Go to the Manage Courses link and click "Add Course".

    Create CD

    Here you can fill in the information about the course:

    Labeled CD Overview

    If the course will use a Moodle class as a template, use the browse button shown in the previous image to choose the Moodle template class.

    Choosing a template class

    Whenever a new track of class instances is created from this Program, the Moodle template class will be automatically copied and linked to the ELIS class instances. The option is also available for manually created ELIS classes.

    When the CD has been added, you'll see the overview of the information:

    CD Overview

    Adding Learning Objectives

    If you are using a Moodle class, you may want to setup Learning Objectives. These are graded activities within the Moodle class. When a student completes all the Learning Objectives for an ELIS course, they receive credit for that course. Learning Objectives are optional - for this example program we will use Learning Objectives defined in the Moodle template courses for each of the ELIS courses in the program.

    To start, go to the the Learning Objective tab of a course and select the Add Element button.

    Choose a Learning Objective

    To add a Learning Objective from a Moodle class you can either type in the ID Number of the graded activity, or use the Browse button to add the graded activity automatically to ELIS, from the Moodle class:
    Browse LOs

    Linking the Learning Objective
    There are two ways to do this in ELIS 2.0.

    A. Use the browse button. When you click the browse button, a list of the graded activities in the Moodle class will be shown in a pop-out window:


    Learning Objective browsing

    1. Activities still need to have an ID number in Moodle to be added. Here we see that the first activity and the third activity both have ID Numbers, show in parentheses. Click the activity to add the ID number to ELIS, and then click the X at the upper right to close the Learning Objective browser.
    2. The second activity has no ID number, and so can't be added until an ID number is entered for it.
    3. Complete the LO setup by filling in a completion grade and setting the required setting on or off.
    B. Get the ID number manually:

    Go into the Moodle template course. Turn editing on for the course home page and select the activity then click the "Edit settings" link in the Navigation bar.

    In the Common module settings for the activity, get the ID number. This will tie the activity's grade in Moodle to the Learning Objective in ELIS.

    Activity ID

    Once the new LO information has been entered, save changes.

    Saving the new Learning Objective

    The Learning Objective now is tied to the course. If there are other activities in the Moodle class that need to be completed in order to complete the course, you can add those as well.

    Learning objectives in a CD

    Learning Objectives are optional, but not required. If there are no Learning Objectives, then the CD's 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 Learning Objectives are present, then the students must both complete all the Learning Objectives, 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 Learning Objectives, 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 Learning Objectives 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 program will use completion grades rather than learning objectives. The second course requires a completion grade of 90% in order for the student to receive credit.

    Course description Details tab

    When using a completion grade without learning objectives, 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:
    Grader report view 1

    The next two images show a simple way to fix this issue by turning off "Aggregate only non-empty grades". To do this go to the Categories and items "simple view" section in the drop down menu in the upper left hand corner of the page, then edit the category. You can also link to the gradebook settings from the grades page, shown in the next image

    Grader Report view 2

    Now deselect "Aggregate only non-empty grades".

    Gradebook settings

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

    Note that if you do not see the aggregation settings on the Grade Item editing page, click the "Show Advanced" button.

    Grader Report view 3

    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 Program

    Now that we have created the ELIS courses for the program, it is time to set up the program itself.

    The list of courses for the Level One Project Management Program:
    Courses1

    The next step is to create a program and add the courses to it. To do that, go to Manage Programs and select "Add Program".

    Add Program button

    Enter an Id Number and Name for the program and save changes to continue. The other fields are optional on this screen and can be edited later.

    Add program:
    Adding program

    To add courses to the program select the Course Descriptions tab. Use the "Assign course description" button to add courses to the program. Courses can be added in any order to the program.

    Program Course Descriptions tab

    A screen appears to select a course and course settings for the program.

    Selecting a course to assign to program

    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 program 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.

    Assigning course description to program

    Save changes and the first course has been added to the program.

    Course Descriptions tab of program

    Now we add the subsequent courses, setting the required courses to be required and setting a position in the program course list for required courses.

    Course Descriptions tab of program

    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.

    Prerequisites icon

    Edit course prerequisites:
    Adding a prerequisite course

    If a prerequisite course is not part of the program, it can be added to the program by selecting the "Add prerequisites to program" checkbox shown in the image above.

    At this point, if we add a user to the program, 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 program. Classes can be automatically created by a track, or classes can be created manually.

    Creating a User Set 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 program, we are going to assign employees of the Little Big Company to take a new Project Management program 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 program*.

    To set up a user set, click the Add User Set button in Manage User Sets. In the Auto-associate drop down, you'll choose the custom profile fields to be used to auto-assign users to this user set.

    Create user set screen

    If you have not created these custom fields, here is how you can do it:
    User profile field link

    Go to the Settings block > Site Administration > Users > Accounts > User profile fields. Choose the "Menu of choices" profile field type.

    Create menu of choices user profile field link

    Give the field a short name and name. In this example, we name it ProjectManagement because this field will be used to record the level of Project Management certification the user has achieved.

    Creating user 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 program 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 user profile field
    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 user set of users and map that user set to load all users who have their PM level set to PM1. To create a user set got to eh Program Management block > Users > Manage User Sets and select the Add User Set button.

    Add User Set button

    Here we'll give the user set a name, and description, and then we'll choose the user profile field to associate with this user set. In this example we're associating the Project Management Level profile field we created previously, and with this user set we'll associate the PM0 value - so all users with the PM0 value will be auto-enrolled in the user set.

    Creating a user set

    Save changes and you can see the new user set:
    New user set Details tab

    And when you click the Users tab you can see the list of users who are now associated with this user set. All user with the Project Management Level profile field set to PM0 have been automatically added to the user set.

    Users tab of user set

    The next step will be to add a new track and match it with the program. As mentioned previously, ELIS tracks are used to deliver the actual classes of a program.

    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.

    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 menu options to a existing profile field

    Using a user set with a program

    Now we will create a user set to add to the program. We can access the user set creation page by going to the Program Management block > Users > Manage User Sets and then select the Add User Set button.
    This user set will be a user sub-set of the Project Management Level 1 user set. The reason I create a user sub-set here is because the PM-Level 1 user set will be associated with a track for auto-enrollment in class instances. This way I can associate users of the user sub-set with the program, letting the users enroll themselves in the class instances.

    To add a user sub-set go to the parent user set and on the User Subsets tab select the Add User Set button.

    Add User Set button

    This user set will not be auto-associated with any profile fields, users will be manually added to the user set.

    Adding user sub-set

    Once the user sub-set is created we can associate it with a program. Select the Programs tab to auto-associate this user sub-set to a program.

    Associating a user set with a program

    As the program is selected in the previous image the following screen appears with auto-enroll settings. Select the Save changes button and the user set is auto-associated to the program. Users will be auto-enrolled in the program when they are assigned to this user set.

    Auto-enroll settings for user set-program association

    Now users in the user set will be able to self-enroll in class instances of the courses in the program.

    Programs tab of user sub-set

    Adding a track

    As we add the track we can select the program. As we can see in the diagram below, each track of a program is built off the courses in the program:

    Track overview

    We can navigate to the create track page in two ways:
    1. Go to the Program Management block > Program > Manage Tracks and then select the Add Track button.
    2. From the program we just created, go to the Tracks tab and select the Add Track button.
    In this example case the Project Management Level One program 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 program. Auto-create will also create a new Moodle course, if there is a Moodle template course attached to the the ELIS course.

    Creating track

    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.

    Class Instances 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.

    Class edit screen for track

    Next we'll assign a user set to this track. In this example we'll assign the Project Management Level 1 user set to this track.

    User Set tab of track

    Once a user set is selected a screen appears with auto-enroll settings.

    Track user set association 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.

    User Set tab of track

    Now all the users in the Project Management Level 1 user set are enrolled in the classes of the PM-L1 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 program that the track is an instance of; but if users are added to a class only, they must be added to the track (or program) manually.