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ELIS 2013 Manual

ELIS 2013 Manual

Site: Remote-Learner.net
Course: Remote-Learner.net
Book: ELIS 2013 Manual
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Date: Friday, 18 August 2017, 2:20 PM

Table of contents

Introduction to ELIS

Remote-Learner's Enterprise Learning Intelligence System for Moodle

ELIS overview image
As 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:


User Set expansion in the 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.)

ELIS Scheduled Tasks

ELIS scheduled task runtime override

This feature is available in ELIS 2.3.3.1, 2.4.3.1, and 2.5.1.1. The purpose of this configuration setting is to allow a Moodle administrator to override the default maximum run time of 10 minutes for ELIS scheduled tasks.

To override the default runtime

  • Edit your site's config.php script
  • Add the line

    $CFG->elistaskscronsecs = X; // Maximum number of seconds to run ELIS scheduled tasks

    Where X represents the number of seconds ELIS scheduled tasks will run for.

Dashboard

The ELIS Dashboard provides some useful information about your site:

Dashboard view
  1. The link to the Dashboard in the Program Management block. The Program Management block is renamed the ELIS Administration block in ELIS 2.6.
  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 Page 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.

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!

Example 1 solution:
Dashboard health problem solution

Example 2 solution:
Dashboard health problem solution


ETL Process Message:


There is a message that displays the status of the ETL process on the ELIS health page. In ELIS versions 2.3.3.0, 2.4.3.0, and 2.5.1.0 the way this is calculated and presented has changed. Now the ETL process data shows the percentage of time processed so far, how many records were processed, and an estimate of how long it will take to process the remaining records.


Admin Folder

ELIS Admin folderBulk 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 programs, tracks, courses, classes, ELIS users, and user sets.

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

User Set Classification:
Use the User Set Classification screen to create different types of user sets.

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 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.

Bulk user actions

Bulk user actions lets you delete users or mark users as inactive in ELIS. To access the bulk user actions feature go to the ELIS Administration block > Admin > Bulk user action.

You can select the users being edited from all ELIS users or filter the users then select the users to be edited from that list. There is a "Select all" button and a "Deselect all" button at the top left hand corner of the user list. Clicking the Select all button selects all the users on the page, it doesn't select all users from all pages.

To use a more advanced filter select the Show Advanced button in the filter section to show more filter options. The advanced filter lets you filter users by group, userset, program, active/inactive, and other parameters.
  1. Select the users to be edited
  2. Go to the bottom of the page and use the drop down menu to select the bulk edit action
  3. Select the Submit button when everything is set correctly.

Bulk user actions

Note: you can mark students as inactive in bulk, but changing them back to active must currently 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 ELIS Administration 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:
Manage users with inactive filter

The following image is showing the inactive users. Then go to the user(s) edit screen in ELIS and deselect the Inactive checkbox for the user(s). It is the last setting before the custom fields section.

Manage users edit icon

Custom Fields

Many users have expressed a need to add new information fields to different places in ELIS, such as Programs, Course Descriptions, Tracks, User Sets, and user profiles. Some of the uses for custom fields have included Program and/or Course Description meta-data, as required books, assessment types, expiration dates, etc. For Class Descriptions custom fields might include room numbers, days of the week, directions, etc. Class Instance custom fields can also be used in the new Class Instance Request block.

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

ELIS Custom fields link

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 adding/editing screens.

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

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

Program custom field new 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.

Custom fields program tab

In the following images the "+ Show more" link was selected, it is located at the bottom of each section of the form.

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

Creating an ELIS custom field
  • Long text is an information field, with HTML.
  • Short text is a single line of text, without HTML
  • Integer is a number without decimals - for example "1"
  • Decimal this is a number with decimals - for example "1.1"
  • Boolean - this is a "Yes/No" choice radio button
  • Date/Time - Date/Time are 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 finely tune who can edit which fields.
  4. Similarly, the "Who can view this field" menu controls which users can view the values in the field.
  5. Next, we set what type of input the field will have (text, checkbox, etc.).
  6. Enter the source for the menu options. The options are listed in the following bullet points. The first two options are included with each field, the other options are an additional option with some types of custom fields, e.g., Class 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. The settings that control the size of the text input fields go here, they are only visible for some of the input control types
ELIS custom fields

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)

ELIS custom field settings

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 dropdown menu field can be created.

ELIS dropdown 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 user tab

When creating the custom user field all the Moodle profile field information is automatically added to the form. The last setting on the screen is for synchronization between the Moodle profile field and the ELIS custom user field. In the following image this setting is set to "Use values from Moodle".

This means that any values entered for this Moodle profile field will update the associated ELIS custom user field when the cron runs. For example, if I enter the value PM1 for a user's Project Management Level Moodle profile field, it will update their Project Management Level custom user field in ELIS with the same value.

Adding a custom user field

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 fields user tab
  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 track tab

There are 6 custom field input control types:
  1. Checkbox
  2. Dropdown menu
  3. Text input
  4. Text area
  5. Password input
  6. Date/time
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 input 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.

Checkbox custom field

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.

Checkbox custom field

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

Checkbox custom field on creating track form

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.


2. Dropdown menu


To demonstrate the dropdown menu 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 dropdown menu input control type has been selected.
  3. 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.
  4. Not pictured is the source for menu options setting, selecting the '+ Show more' link will make this setting visible. The source of the menu options in this example is the manually entered list, which is the default setting. 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.
Dropdown menu custom field

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

Dropdown menu custom field


3. Text Input


The next example is 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'
Text input custom field

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

Text input custom field

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

Example of a text input custom field


4. Text Area


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

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

Example of a text area custom field


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:
Password profile field

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

ELIS custom user field

Edit the settings for the new field.

ELIS custom user field 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.

ELIS password user set

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

Updating survey with password profile field

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

Student user completing the survey

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.

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.

Configuration

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

Configuration screen:
Image 1 of admin settings
  1. Track Settings: Turn off user defined tracks: Selecting this checkbox will eliminate access to tracks. In the ELIS 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.
Image 2 of admin settings
  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. Allow students to view completed courses on the dashboard: Enabling this setting allows students to view their completed courses on the dashboard. When this setting is enabled, completed courses will still be hidden until a student toggles their visibility on their dashboard.
ELIS configuration settings certificates section
Certificates
  1. Disable Course Description Certificates: Do not generate certificates for students who complete Class Instances belonging to Course Descriptions. For more information about course description certificates select this link.
  2. Disable Certificates: Select this checkbox to disable certificates.
  3. 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/.
  4. 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/.
  5. Certificate template: A certificate template is a layout of text to be used when printing the user's certificate. Please contact Remote-Learner to enquire about adding custom templates
There is more information about certificates in the Program section of this book, link to the page.

ELIS configuration settings interface section
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 of User Sets and Programs can be displayed in the ELIS Administration block, this setting must have a value of at least 1.
  2. Display User Sets as the Top Level: This will display clusters in the first branch of the menu tree in the ELIS Admin block.
  3. Display Programs as the Top Level: This will display Programs in the first branch of the menu tree in the ELIS Admin block.
Configuration default role assignment settings
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, they can be automatically given a management role in the CD, so that they can edit it, etc.
  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.

For more information about enrollment role sync settings select this link.

Configuration user set group settings
User Set Group Settings
  1. 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 as needed.
  2. Allow site-level group population from user sets: Enabling this setting allows the Program Management system to automatically add users to groups at the site level based on user set membership. Groups will be created as needed.
  3. Allow site-level grouping creation from user sets 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 ELIS Administration block > Admin > Notifications.

Admin notifications 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 notification
  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 Administration block > Site Administration > Users > Permissions > Define Roles:
Define roles link in Moodle Administration block

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

Class notifications permissions

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 Administration 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 Administration 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.
  • %%programname%% - 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 instance enrollment notification
  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 instance completion notification
  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 instance not started notification
  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 instance not completed notification
  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 completion notification
  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 program administrator is notified each time a student completes his program.


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 notification
  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 notification
  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.

ELIS includes 3 new notifications for users, they will be the last notifications listed on the notifications screen.

Notify Users When:
  1. They have been added to a waitlist.
  2. They are enrolled from a waitlist.
  3. They have not completed a class instance before the end date.

New notifications




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 ELIS Administration block > Admin > Default Course Description Settings.

Default course description settings

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

Default class instance settings

ELIS Program Management Menu

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

The ELIS Program Management Menu with user sets at the top level is shown in the following image.
  1. A top level user set
  2. User sub-sets of the organizational user set
  3. A program called Management Certificate is associated to the Management user sub-set of the top level user set ACME Corp.
Program Management block

The menu can be set to show Programs and/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 reporting and/or functional hierarchy, for instance user sets who's reports need to be seen by a regional quality control manager might setup a user set structure to facilitate that and display that structure at the top level.

A company might setup 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, and have an easy way to see what organizations have purchased which programs.


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

Admin configuration link
  1. Set how many Programs or organizational user sets to show in the menu.
  2. Choose to show User Sets at the top level
  3. Choose to show Programs at the top level
Program Admin User Set listing


The ELIS Program Administration Menu with Programs and User Sets at the top level:

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, selecting the + icon will display the class instances of the track
  4. 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 by using display settings.

Programs can be arranged using the Display Priority setting in the program Editing screen. This setting can be used to control the order that programs are displayed in the Program Management block.
Program 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 viewed/edited in the Course Descriptions tab of the program editing screen.
  1. Courses descriptions in the Management Certificate program
  2. The current Position settings for the courses
  3. The course position can be edited by clicking the edit pencil.
Course descriptions tab

Select the green check icon to save any changes made.

Course descriptions tab



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 shown in the order set by their display priorities, 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 about ELIS Organizational user sets.


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, 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 Manage Users screen you can:
  1. add new users
  2. link to the user's ELIS profile screen
  3. edit users
  4. link to the user's Programs, User Sets, and Tracks tabs - where programs, user sets, and tracks the user is assigned to are listed and where new items can be assigned to the user
  5. delete users
  6. link to a user's individual user report
  7. 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" filter, shown in the image above, to find inactive users.

When searching for users of a group, user set, or program 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
Below the user search filter is the user list for ELIS. If the filter is used, only the users included in the search will be listed here.

Clicking the icons next to each user will enable various actions related to the user. For example, selecting the Programs icon will display a list of programs the user is assigned to as well as provide a screen where you can assign new programs to the user.

Manage Users programs link

The Programs tab opens on the Currently Assigned screen. In the example below the user is assigned to one program currently. If there were multiple programs the filters above the list can be used. Select the Available to Assign link to assign new programs to the user.

Manage User programs tab

Select the green assign icon next to a program to open the confirmation window for assigning the user to the program.

Manage user programs tab

Selecting the User Sets tab or Tracks tab will open a similar screen where user sets and tracks can be assigned to the user.

Manage users tracks tab

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 tab of a manage user screen

Manage Users list and ELIS Roles

Manage Users list and ELIS Roles:

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

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

When a Site Administrator views Manage Users they see all ELIS users on the site:

ELIS manage users screen

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 user set role in the Test User Set:
Assigning user set role

When she logs in, she sees only the Test User Set and user sub-sets if there are any:
User in user set role view

When this user visits the Manage Users screen, instead of seeing all the users on the site, she sees only the users in the Test User Set:
Manage user list filtered by user set role assignment

This user can search for users in his User Set, etc. but can only see the users that are in the User Set(s) she is assigned an administrator role in.

By using ELIS roles, you can now setup user roles with limited administrative functions, limited to users in their the user set, program, etc. where they have been given administrative authority via ELIS role assignments.

Profile Fields

User profile field linkA 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 2.0 users can be assigned to user sets via either dropdown menu custom profile fields, text input profile fields, or checkbox profile fields. Dropdown menu profile fields give users a drop down list of choices to choose from by which they can be added to a user set. Text input profile fields enable users to enter text (or numbers or symbols) and be added to user sets associated with that alphanumeric string.

To create Moodle custom profile fields go to the Administration block > 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:
Create profile field category link

Next we give the category a name and save changes.

Creating profile field category link

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:
Drop down menu 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 dropdown menu 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, PM1, PM2, PM3. 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.

Profile field edit icon

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


Example: Auto-Assigning Users via a Passcode

ELIS enables 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.

User profile fields link

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

Text input profile field link

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

Creating a text input 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 a text input field

Select the Save Changes button to save the new 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 ELIS Administration block > Users > Manage User Sets.

Select the 'Add User Set' button.

Add User 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 can be entered. The pass code is "text". This means that all users who enter "text" in their "Pass Code" profile field will be automatically enrolled in this user set.
Creating a user set

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.).
  1. Enter the pass code
  2. Select the Update profile button
  3. The user is automatically added to the Pass Code user set.
Entering pass code

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 Users Sets screen, and click on the User's icon to see the users in the user set.

User set user icon

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.

User set users tab currently assigned screen

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.
Custom fields user 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
Creating an ELIS custom user field

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 (program, track, course, class, user set, 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 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 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 an ELIS custom user field

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 a custom user field

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

Created custom user field

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

Custom fields user 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 ELIS copies 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 user sets. First, the profile field has to be created in Moodle.

To create a Moodle profile field go to Administration block > Site Administration > Users > Accounts > User Profile Fields. For this example we will use a dropdown menu 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".

Create dropdown menu 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 Administration block > Site Administration > Users > Accounts > Upload users. Select the Choose a file button or drag and drop a file into the space provided.

Upload users screen

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 only, skip existing users" is selected.
  2. Other fields: This is a list of the custom profile fields not being set by the file, these are considered defaults on this screen.
Upload user preview

Once the additional settings have been reviewed and adjusted select the Upload users button. 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.

Completing user upload


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.

Math Level 4 user set

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.

Assigned users screen for Math Level 4 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.

Updating users with csv upload

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".

Profile Field Update Survey

Profile Update Survey - administrators can setup a survey that asks users to fill in/update some or all fields in their user profile, including custom profile fields.
  • Administrators can send this survey to all users when they login to the site or make it available to users to fill in at their leisure
  • More than one survey can be used, for instance different surveys can be placed in different courses or on different pages.
To create a new survey, first add the Survey block to your site:
The add a block block

You can use the default name of the survey or change it via the Configuration icon:
Survey block configuration icon

When you select the "Edit Survey" link you can see the survey editing form.
  1. Give a custom name for the profile field - this is the name the user sees on the form so it might be something like "Update your city", etc. If this is left blank, then the user taking the survey won't know what they are making an entry for. Steps 1, 2, and 3 will not be available until the "Add new profile field to list" button is selected, shown by 5 in the image.
  2. Using the drop down menu, you can select from any of the existing standard or custom profile fields on the site to have the user update* - including normally hidden and/or locked fields. Remember, if you add an locked field to the survey, the user will be able to change it's value in the survey only.
  3. If you want to delete a field from the survey select the Delete checkbox, then select the Update button at the bottom of the page.
  4. If you check this box, users will be forced to take the survey when they go to a page where the survey has been placed. Once the user has taken the survey, they aren't made to take it again (although they can unless you hide it).
  5. Select this button to add another choice to the form.
  6. Select this button to force all users who have already taken the survey to take it again.
  7. Select "Update" to save your changes, and "Exit" to leave the form.
Edit survey page


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 Corporation containing user sub-sets in Customer Service, Development, Management, and Sales.

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 Management Certificate Program to the Management user sub-set.

Program Management block user set organizational structure


Organizational User Set Settings:

Create organizational user set
  1. User Association: Users can be auto-associated to the user set via Moodle profile fields.
  2. 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.
  3. User Set 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.
  4. 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.
  5. User SetThemes: 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.

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.

Displaying User Sets in the Program Management 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 Management 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 Management 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 Management 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 Corp. and Project Management Level 1 are displayed at the Top Level. User sub-sets of the organizational user sets will be the 2nd 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 Corporation and Project Management Level 1. ACME Corp's 2 user sub-sets are shown in the 2nd level.

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. The following image has an example:
  1. When the ACME Corp. organizational user set is expanded, the user sub-sets are shown
  2. When the user sub-set is expanded, the associated program is shown
  3. When the program is expanded
  4. Course descriptions of the program are shown
  5. A track associated to the user set is shown, expanding the track will show class instances of the track
Program Management block

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.

Manage user sets

Adding a user set:
  1. 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.
  2. 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.
  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.
Creating a user set

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. On the User Subsets tab:
  1. The Currently Assigned screen opens showing existing user sub-sets.
  2. To add a new user sub-set select the Add User Set button.
  3. In this example it isn't necessary, but if you have a lot of user sub-sets there is a filter section above the user sub-set list. Add filters by selecting the Add box, remove filters by selecting the X icon to the right of the name. Once you use a filter the list automatically starts to filter, the page doesn't need to reload.
  4. The following user set, ACME Software, has 3 user sub-sets added already.
  5. To add existing user sets as user sub-sets select the Available to Assign link to open a new screen.
User Subsets tab

User sub-sets can be accessed from the "User Subset" tab of the parent user set or the Program Management 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.

Program 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

  1. Go to the Users tab, Available to Assign screen.
  2. Use the filters above the list of users to search for users. Select the Add box to add an additional filter, select the X icon next in a filter box to delete that filter. In this example I added the City/town filter. The list has been filtered to only show users from Omaha.
  3. Use the green enroll icon to assign a user to the user set.
  4. Drag and drop users into the Bulk Assignment box to enroll multiple users at once. Multiple users can be selected at once using Shift + Select or Control + Select. Once users are added to the Bulk Assignment box they can be assigned to the user set by selecting the green Assign icon.
  5. All users from the list can be assigned to the Bulk Assignment box by selecting the Add All Search Results button.
Available to assign screen

On the Currently Assigned screen you can see the enrolled users. The filter is available on this screen as well.

Currently Assigned screen

Programs and tracks can also be associated to the user set. Select the Programs or Track tabs across the top of the screen.


Editing User Sets


User Set icons
  1. User Sets can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
  2. This open the User Subsets tab, where subsets of the user set are listed and new user sub-sets can be added
  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 Users tab for the User Set, where users can be assigned and removed from the user set.
  5. This opens the Programs tab for the User Set, where the user set can be assigned to programs, and program assignment can be edited.
  6. This deletes the User Set (there is a confirmation question you must say yes to before the User Set is deleted).


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 Program 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".

ELIS 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.

Spacely Sprockets user set

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.

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.

ELIS user set theme setting

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.

Example 1

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 Brinda is assigned the User Set Administrator role in the ACME Corporation user set.

User set role assignment

Because she has this role, when Brinda logs in she sees the Manage Users and Manage User Sets links. The bulk user actions link is also available under the Admin heading.

Manage users link

When she clicks the Manage Users link, she sees only the users in his user set and user sub-sets of the user set(1), and can edit those users(2). Note that some users have more icons available in the image, this is because those users are in the user set the user has the role in, the other users are only in user sub-sets of the main user set.

User set admin view of manage users screen

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

Example 2

For this example we will create a new role and discuss the capabilities and limitations of the new role.

To create a new role go to the Administration block > Site Administration > Users > Permissions > Define roles. Enable the following contexts for the role: Program, Track, Course Description, Class Instance, and User Set. Enable the following capabilities:
  • elis/program:class_enrol_userset_user
  • elis/program:class_view
  • elis/program:course_view
  • elis/program:overrideclasslimit
  • elis/program:program_enrol_userset_user
  • elis/program:program_view
  • elis/program:track_enrol_userset_user
  • elis/program:track_view
  • elis/program:userset_enrol_userset_user
  • elis/program:userset_view
  • elis/program:user_view

Save changes to create the role. For this use case we will assign a new user to this role in a user set and track, then assign a couple other users to the user set's Users tab. When creating user sets, programs, and tracks for a use case like this make sure they are associated with each other, but auto-enroll should not be enabled for the association in this use case. For example, when viewing a user set go to the Tracks tab to associate a track to the user set as shown in the following image.

User set track association

In this example the user is being assigned this role in a user set and a track.

The new role assignments enables the user to:
  1. View the user set, view the track, and view classes of the track. All of these items can be accessed via the Program Management block > Programs.
  2. View / enroll users of the user set in the track and classes of the track.
  3. View users of the user set in the Program Management block > Users > Manage Users screen.

The users of the user set will not be visible on the Users tab of the user set for the user assigned this role in this use case, unless the following capability is enabled - elis/program:userset_enrol. The capability will enable the user assigned the role to see any users on the user set's Users tab and assign any user on the site to the user set. The user will still only be able to view / enroll users assigned to the user set in the track or classes of the track.

Note: In ELIS versions 2.3.3.5, 2.4.3.5, and 2.5.1.5 a change has been made to the Currently Assigned user listings in ELIS. In previous versions the users displayed on the Available to Assign list could be filtered based on user sets, but the Currently Assigned list would show all assigned users regardless of user set association. The new versions of ELIS allow both the Currently Assigned list and the Available to Assign list to be filtered by user set association.

For example, if a class is available to many departments of a company and each department manager is assigned this role in a different user set and the same class, the department managers will only see the users in their user set on the Currently Assigned screen and the Available to Assign screen for the class.

User Set Leader/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 Administration 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 and select the User Set context type.

Creating user set reporter role

Then scroll to the permissions, ELIS Report section. One permission is allowed for this role:
  • View ELIS reports - local/elisreports:view
View ELIS reports permission

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.

Roles tab of user set

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. Search for the user
  3. Select the user to assign the role to
  4. Select the Assign roles button at the bottom of the page.
Assigning role

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 Reporter role in, and for the 3 user sub-sets as well.

Filter for the Course Completion by User Set report

Here is the same filter using the menu tree instead of the drop down menu.

Filter for the Course Completion by User Set report

The next example shows the Individual User Report filter, the user may generate a report for users of the user set and the user sub-sets. Type in the name of the user you want to generate a report for and then select their name from the list in the pop-up window.

To search for users the filter needs to be configured to search for certain fields. The user in the User Set Reporter role does not have permission to configure the filter so an admin user or user with appropriate permissions has to configure the filter. In this example, an admin user configured the filter to search for and display id number, first name, last name, and username. For more information about configuring the filter for the the Individual User Report go to this link.

To select a user and generate a report:
  1. Type the user's name in the full name search box, the filter automatically starts filtering as the name is typed
  2. Select the user's name from the list generated by the filter.
Individual User Report filter


Assigning the Role in User Sub-Sets


Assigning this role in a user sub-set only will give the user set reporter access to the user sub-set and its users in reports, but not the parent user set. There is one difference when assigning the user set reporter role in a user sub-set only, the menu tree can not be used to select user sub-sets in report filters.

When selecting users sets in a report filter there are usually two options available:
  1. the drop down menu
  2. the menu tree

In this instance only the drop down menu can be used to select user sub-sets because the menu tree is only visible if the user set reporter is assigned the role in the organizational (parent) user set. The drop down menu leaves the user set reporter with the option to generate a report for one user sub-set at a time or for all the user sub-sets they are assigned the user set reporter role in. When more then one user set is being chosen only the menu tree allows the user the option to select exactly which user sets or user sub-sets are shown in reports.


*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).

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.

Copy Program button

When the Copy Program button is selected, 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 a user set

In this example we will associate a track to the user set. Selecting the Tracks tab opens the Currently Assigned screen showing tracks already associated to the user set if there are any. Select the Available To Assign link to associate a new track to the user set.

Tracks tab of a user set

On the Tracks tab Available To Assign screen:
  1. Select the Assign icon to assign the track to the user set.
  2. Selecting the Assign icon opens the confirmation window where the auto-enroll settings for the track and user set association can be set.
  3. Select the green check icon to confirm the assignment.
Tracks tab of user set

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 has to be unassigned from the program or track manually. For example, go to the Users tab of the program or track and remove the user from the list. The user can not be unassigned from the program or track by:
  1. Deleting the user set
  2. Removing the association between user set and program or track
  3. Removing the user from the user set

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 setttings

Course Learning Objectives

The old ELIS concept of Completion Elements has been renamed to Learning Objectives to make the purpose of these more clear.
Course learning objective tab
Once the Course Description has been set up, click on the Learning Objectives tab.
Course description add element button
  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. Select 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.

Learning objective Browse button

To use the LO Browse functionality, click the Browse button.

Select the Moodle assignment to associate with the learning objective

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.

Select the activity then close the browse window. Add the optional Name and Description, and set the grade for which students will be marked complete in the activity. Select Save changes to setup your completion element.

Save the new learning objective

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.
Moodle gradebook links

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.

Creating gradebook category

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:
Learning objective browse window

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:

Individual user report

* 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.

Course Certificates

Course Certificates need to be enabled at the site and course level for them to be available to your users. To enable the site setting go to the Program Management block > Admin > Configuration > Certificates. To enable course certificates make sure the checkbox is unchecked. Just the first setting is for course description certificates here, the other certificate settings are for program certificates.

Site setting for course certificates

To edit the certificate settings for the course description go the Program Management block > Program > Manage Course Descriptions. Select the Certificate Settings icon next to the course description (shown in the following image) or select the course description name and go to the Certificate Settings tab.

Course Certificate Setting icon

The settings for course certificates are:
  1. Certificate border image
  2. Certificate seal image
  3. Certificate template
  4. Enable certificate

Select the enable certificate checkbox and then use the other settings to customize the certificate.

Course certificate course settings

Now when a user completes a class instance of this course, they will be able to view and print a certificate. Users can access their certificates by going to the Program Management block > Program > Certificate List. Any certificates earned by the user will be listed, select the certificate name to view it.

Course certificate link

Course certificate

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 the results engine for a course description go to the Program Management block > Admin > Course Descriptions.

Course description results engine icon

  1. Select the Course Description link in the Program Management block.
  2. If there are many courses on your site, you may want to use the Search function above the course list. In the example I have selected the letter P from the list of letters, which searched for and displayed course descriptions starting with the letter P.
  3. Select the Results Engine icon for a course description to link to the Results Engine tab of the course.

Results Engine

  1. The tab in a 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.


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.

Manage Programs link

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 page

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


The following image is showing the Users tab of the Project Management program. When selecting the Users tab it opens on the Currently Assigned screen, which shows users assigned to the program already. To assign users to the program select the Assign Students link.

Program Users tab

On the Assign Students screen there is a list of users that can be assigned to the program. Above the list of users are the filters. The filters are configurable, so you can add just the filters you will use.
  1. To add a filter select the Add button and select the filter you want added to the list. ELIS custom user fields are added to the list of filters that can be selected.
  2. To use a filter just click on the filter, then you can enter text or in some instances there will be a drop down menu that can be used as well.
  3. To delete a filter select the X on the right hand side of the filter box.
Program Users tab assign screen

In the following example I selected the City/town filter and selected Omaha from the drop down menu. As soon as I select the Omaha checkbox the user list automatically filters to users in Omaha. If I was entering text, the filter would start filtering users as soon as I type a letter.

To assign users:
  1. Select the Assign icon located on the right hand side of the user row. Selecting the Assign icon opens a confirmation message, select the green check icon to confirm the assignment and proceed.
  2. Drag and drop users into the Bulk Assignment box on the bottom of the screen. Multiple users can be selected at once by using Shift + Select or Control + Select.
  3. If you want all the users shown added to the Bulk Assignment box select the Add All Search Results button.

ProgramUsers tab assign link screen

Once users are added to the Bulk Assignment box:

  1. The users can all be assigned at the same time by selecting the Assign link. Selecting the Assign link opens a confirmation message, select the green check icon to confirm the assignment and proceed.
  2. Individual users can be removed from the list by selecting the X icon next to their name. You have to hover over the user's row before the X icon will appear.
  3. All users can be removed from the bulk assignment list by selecting the Clear button.
Program Users tab assign screen

After assigning users they are added to the Currently Assigned screen. From this screen users can be removed from the program in the same way they were added. Select the (1) Unassign icon at the right hand side of the user row or use the (2) Bulk Edits box to unassign users. There will always be a (3) confirmation message before users are assigned or unassigned.

Program Users tab currently assigned screen


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, select the Course Descriptions tab for the program. The screen below shows the Course Descriptions tab of a new program with no courses assigned. To assign a course select the Available To Assign link.

Currently assigned courses screen of a program

That opens a screen where you can assign courses to the program. There is a filter above the list of course descriptions. New filters can be added by selecting the Add box, Custom course fields will be included in the list of filters that can be added. In the example below I selected the Name filter which opens a text edit box, some filters will use a checkbox format.

Available to assign screen on the Course Descriptions tab

The filter starts working once text is typed in the text box.

Available to assign screen on the course descriptions tab

To assign a course to the program select the green icon on the right hand side of the course row. A confirmation window opens with additional information that is added with the course assignment:
  1. Required - Select the box to change the course to required or not required. 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.
  2. Frequency - Enter the frequency the course must be repeated. The is an informational setting only, it will not enable notifications.
  3. Time Period - The units used to specify the course frequency, e.g., months, weeks, etc.
  4. Position - Enter the course position in the program. This controls the order of the courses in the program, lower numbers are displayed first.
  5. Select the green check icon to complete the course assignment to the program.

Avaialble to assign screen on the course descriptions tab of a program


Notes:
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 program/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.

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.

Prerequisite icon

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.

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.

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.
Certificate settings on the configuration page

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

Creating program with an expiration

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

Scroll down to the Program Expiration Notification settings:
  1. Select "User" to notify the user who's program is expiring. Select "Role with "Receive program expiration notifications" 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 notifications

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:

Program 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:

Program report

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.

Individual user report filter

When a student views their user report, they can see the expiration dates for programs they are enrolled in.

Individual user report with program expiration

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:

Program certificate link

They can view the expiration date on their Certificate:

Program certificate with expiration

Program 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.

Managing Program Users

You can add and remove users from a program using the batch user management interface as described below. First we must go to the Users tab of a program to manage users. Go to the Program Management block > Program > Manage Programs. From there either select the Users icon for a program or select a program and the go to the Users tab.

User icon for program on the manage programs screen

The Users tab opens on the Currently Assigned screen, select the Assign Students link to assign users to the program.

Program Users tab currently assigned screen

On the Assign Students screen there is a list of users that can be assigned to the program. Above the list of users are the filters. To use a filter click on the filter, then you can enter text or in some instances there will be a drop down menu with a checkbox for each selection. The filters update in real-time so as soon as you enter text or select a checkbox the filter will automatically start filtering.

Program Users tab assign students screen

The filters are configurable, so you can add just the filters you will use. To add a filter select the Add button and select the filter you want added to the list. ELIS custom user fields are available for filtering.

Program Users tab assign students screen

In this example I will be adding an ELIS custom user field, OSHA Compliance, to the filter list. This will allow me to filter users based on who needs to complete the OSHA Safety Program. I click on the filter then select the menu option I want to filter with, which in this example is "no".

Program Users tab assign students link

To assign the users select the green Assign icon located on the right hand side of the user row, or add the users to the Bulk Assignment box then Assign them all at once. There are two ways to add users to the Bulk Assignment box:
  1. Select the Add All Search Results button.
  2. Select the user row then drag and drop the user in the Bulk Assignment box, multiple users can be selected at once using Shift + Select or Control + Select.

Once the users are added to the Bulk Assignment box, select the green Assign link to assign the users to the program.

Program Users tab assign students screen


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.

Manage Tracks screen

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.
Create track screen

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 course description the class is an instance of. 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.

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 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. Go to the Class Instances tab > Available to Assign screen. Only classes that are instances of course descriptions in the program the track is an instance of can be added here.

Class Instances available to assign screen

The next image shows the Class Instances tab currently assigned screen of the track we created above. The class instances listed here are auto-created. The track is an instance of a 3 course program so 3 class instances were created. From this screen you can:
  1. Select the "Auto-create class instances" button if you did not already do so when creating the track.
  2. Select the Edit icon to open a window for editing the auto-enroll settings for the class.
  3. Edit the auto-enroll settings, select the green check icon when finished.
  4. Drag and drop all three classes into to the bulk edit box to edit the auto-enroll settings for all 3 classes at once.
Class Instances tab currently assigned link

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. Select the Available To Assign link
  2. Select assign icon in the user set row to assign it to the track
  3. After selecting the assign icon a confirmation window with auto-enroll settings appears
Adding user sets to a track:
User Sets tab available to assign screen

The next image shows the Users tab of the track. The users here were added by the Management user set above. When the Users tab is selected the screen opens on the Currently Assigned link, select the Assign Students link to manually assign new users.

Users tab of track showing the Currently Assigned link

The Assign Students screen lists the users that can be assigned to the track. Above the list of users are the filters. The filters are configurable, so you can add just the filters you will use.
  1. To add a filter select the Add button and select the filter you want added to the list. ELIS custom user fields are added to the list of filters that can be selected.
  2. To use a filter just click on the filter, then you can enter text or in some cases there will be a drop down menu that can be used as well.
  3. To delete a filter select the X on the right hand side of the filter box.

Users tab of track assign students screen

In the following example I selected the City/town filter and selected Bozeman checkbox then searched for Laramie and selected that checkbox as well. As soon as I selected a city checkbox the user list automatically filters users that match the criteria. When using a filter that uses text, as soon as you start typing text the filter starts filtering.

To assign users:
  1. Select the Assign icon located on the right hand side of the user row. Selecting the Assign icon opens a confirmation message, select the green check icon to confirm the assignment and proceed.
  2. Drag and drop users into the Bulk Assignment box at the bottom of the screen. Multiple users can be selected at once by using Shift + Select or Control + Select.
  3. If you want all users shown added to the Bulk Assignment box select the Add All Search Results button.

Track Users tab assign students screen

Once users are added to the Bulk Assignment box:

  1. The users can all be assigned at the same time by selecting the Assign link. Selecting the Assign link opens a confirmation message, select the green check icon to confirm the assignment and proceed.
  2. Individual users can be removed from the list by selecting the X icon next to their name. You have to hover over the user's row before the X icon will appear.
  3. All users can be removed from the bulk assignment list by selecting the Clear button.

Track Users tab assign student screen

After assigning users they are added to the Currently Assigned screen. From this screen users can be removed from the track in the same way they were added. Select the (1) Unassign icon at the right hand side of the user row or use the (2) Bulk Edits box to unassign users. There will always be a (3) confirmation message before users are assigned or unassigned.

Track Users tab currently asigned screen

When the user set and the manually assigned users were assigned to the track, the users were automatically enrolled in all the class instances of the 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.

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. If you want to auto-enroll users in the class instance from the waitlist as enrolled users, 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. When a program has course descriptions set to required, track instances of that program will have auto-created classes automatically set to auto-enroll. Class instances auto-created for course descriptions that are not required will have auto-enroll set to No.

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. Select the Edit icon for a class to open the window with auto-enroll settings.
Class Instances tab of a 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.

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, available to assign screen. After selecting the assign icon for a user set a confirmation window appears with auto-enroll settings

User sets tab of track, available to assign screen

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

The user set of users that were added to the track were auto-enrolled in the classes of the track.

If the 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 both classes at once.

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 page
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


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 Program Management block and select Admin > Default Class settings.

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

Linking Classes to Moodle Courses

ELIS 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. The ELIS class instance start date is applied to the Moodle course enrollment in ELIS versions 2.3.3.2+, 2.4.3.2+, and 2.5.1.3+. This results in the user not being able to access the Moodle course until the start date listed for the ELIS class instance.

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 for classes has two sections:
  1. Currently Enrolled screen: This screen is where enrolled users are listed and where grades and other completion information can be entered. This screen is shown in the following image.
  2. Enroll Students screen: This screen is where new users can be enrolled in the class.
  3. There is an additional link to the Enroll Student screen on the left hand side of the page.
Class Enrollments tab currently enrolled screen


Enroll Students Screen


To enroll new users in the class instance select one of the Enroll Students links, shown in the previous image. This will open the Enroll Students screen where users that can be enrolled in the class are listed. Above the list of users are the filters. The filters are configurable, so you can add just the filters you will use.

Class Enrollments tab enroll students screen

For this example I used the City/town filter, and selected Seattle and Portland. These are the users I want to enroll in the class. Users can be enrolled one at a time or in groups by using the Bulk Assignment box. To enroll a single user:
  1. Select the green Enroll icon on the right hand side of the user row.
  2. A confirmation message will appear. Select the green Check icon to confirm the enrollment in the class.
  3. The user's enrollment date, status, grade, credits, and locking can be edited when you confirm the enrollment.
Class Enrollments tab enroll students screen

To enroll the rest of the users from the filtered list I will use the Bulk Assignment box. All the users from the list can be added at once by selecting the (1) Add All Search Results button. Individual users or groups of users can (2) dragged and dropped into the Bulk Assignment box as well.

Class Enrollments tab enroll students screen

Once the users have been added to the Bulk Assignment box you can:
  1. Select the Enroll icon to open the enrollment confirmation message.
  2. Select the green Check icon to confirm the enrollment in the class.
  3. The users enrollment date, status, grade, credits, and locking can be edited before confirming the enrollment.
  4. Clear all the users from the Bulk Assignment list by selecting the Clear button.
  5. Delete individual users from the Bulk Assignment list by hovering over the user row then selecting the red X icon.
Class Enrollments tab assign students screen


Currently Enrolled Screen


The Currently Enrolled screen displays users enrolled in the class. The filter options are the same on the Currently Enrolled screen as the Enroll Students screen, except you will be filtering users already enrolled in the class here. User's grades and completion information can be edited from this screen. Users can also be unenrolled from the class on this screen.

Class Enrollments tab currently enrolled scren

To edit the grades or completion information for an individual user select the edit icon to open the UI for editing grading information:
  1. Select the yellow Pencil icon on the right hand side of the user row. This will open a window with completion information and grades.
  2. The first section list class information that can be edited.
  3. Learning Objective grading information is listed below the class section.
  4. Select the green Check icon to complete the editing. This will open a confirmation screen where the green Check icon must be selected again to continue.
Class Enrollments tab currently enrolled screen

Another way to edit grades is to use the Bulk Edits box. Multiple users can be edited at once this way. Users can be dragged and dropped into the Bulk Edits box, multiple users can be selected for drag and drop by using Control + Select or Shift + Select. All the users currently listed can be added to the Bulk Edits box by selecting the Add All Search Results button, located inside the Bulk Edits box.

Class Enrollments tab currently enrolled screen

Once users are in the Bulk Edits box select the (1) Edit icon. This opens the (2) UI for editing completion information for the users in the Bulk Edits box. All the users will be assigned the same completion information. Edit the completion information then select the (3) green Check icon. This opens a confirmation message, select the green Check icon again to continue. To remove a user from the list, hover over their name and select the (4) red X icon, or use the (5) Clear button in the top right side of the box to remove all the users from the Bulk Edits box.

Class Enrollments tab currently enrolled 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. A window opens where learning objectives and enrollment data can be edited for that user.

Class Enrollments tab

The next image is showing the user's edit window. Enter user data for the learning objectives and enrollment data for the class. Select the green check icon located to the right side of the user row when editing is completed.

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.

Grading learning objectives

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 the user's grade is greater than or equal to the completion grade for the learning objective. The learning objective grade can not be changed when it is locked. To edit a locked grade or allow a locked 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 instance and learning objectives in the following image have completion grades of 70, so the class status is still not complete and the record isn't locked for the class and one of the learning objectives.

Grading learning objectives

In the updated user edit screen below, a new grade has been entered in the Moodle course for the LQ learning objective. The user received a 70 on the second attempt of the LQ learning objective, so the user passed the learning objective and the record was locked. The completion grade for the course is 70, so when the user's grade updated to 70 for the learning objective and the class, they completed the class and the class record was locked.

Grading learning objectives

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.


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 Administration 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 Administration 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). Editing for the page must be turned on.

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 more" link. 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.

Class waitlist settings


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. Over Enroll - Enrolls the user is the class, overriding the max students setting.
  2. Add To Waitlist - Adds the user to the wait list
  3. Skip Enrollment - User isn't enrolled or added to the waitlist
Add user to class waitlist

After choosing one of the three options select the Submit Query button to finish, in this instance the user is being added to the waitlist. Later, you can view the wait list, and see where students are.

Class waitlist

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.

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.

Learners 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.

Learner choosing a class instance

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

Learner confirming waitlist screen

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

Learning plan 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:
Learner'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 Management 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.

Example:

Enrollments tab of a class

In this example 2 students were added to the class via the standard 'Enroll Students' screen while the 3rd was added to the ELIS Roles tab for this class, and synchronized to the class enrollment list.

Roles tab of a class

If we navigate to the Roles tab and select the Student role, we can see the user who is enrolled here on the Assigned screen and synchronized to the ELIS (and Moodle) class list.

Assigning a student role in a class

Next on the Unassigned screen, we add the student David to the student role on the Roles tab and click Assign roles.

Enrollments tab of a class

Due to the Enrollment role synchronization setting above, David 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 a special permissions over 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, etc. in the Moodle class.

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

Constraints


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

Class Manager Role

In this use case we are creating a role for a class manager. 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. To limit this role to a limited number of classes, assign the role to users in class instances, on the class Roles tab.

Creating the Role


To create the role go to the Administration block > Site Administration > Users > Permissions > Define roles and then select the Add a new role button at the bottom of the page. The following 4 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

Assigning the Role


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

Assigning a system level role

Then select the user and assign them the role. The following image is showing the screen:
  1. There is a search capability in case you have a lot of users on your site
  2. Select the user you want to assign the role to
  3. Then select the Add button to assign the role.
Assigning a system role

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 Program Management block > Program > Manage Class Instances.
  2. Select classes by their ID Number on the Manage Class Instances screen to link to the class.
  3. Classes can also be linked to by selecting one of the icons on the right side of the class row.

Manage Class Instances link and screen

Once linked to the class the user can select the Enrollments tab of the class to edit user status/grades. Note that the user assigned this role only has access to the class tabs that the role has permission for. On Enrollments tab:
  1. The Currently Enrolled screen opens if users have been added to the class.
  2. To enroll users in the class select the Enroll Students link, it opens a screen with a similar interface used for enrolling users.
  3. To edit grades for a user select the Edit icon for a user to open the grading interface. Select the green check icon to complete the editing.
  4. Drag and drop users in the the Bulk Edits box (or select the Add All Search Results button) to assign the same grade to a group of users. Once users are added to the bulk edit box select the Edit icon to open the grading interface. Note that learning objectives can't be graded when using bulk edit, as in previous versions.
Enrollments tab of 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. Select a report link to generate that report for the class.

Claas reports tab

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

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

Class roster report filter

Select the 'Show more' link and the following screen opens. Select the checkboxes next to the fields you want added to the report.

Class roster report filter

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 completion report

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

Student users view of their Current Classes screen

Students can click on the links in the Program Management 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.

Student users view of their Dashboard screen

The Dashboard link is located in the Program Management block.
  1. The user can select a tab for Current Learning Plans or Archived Learning Plans. Current Learning Plans are programs 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 "Manage Certificate". 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.

Tracks are used to auto-enroll users in classes. If a required course is set to be auto-enrolled in a track by the program administrator, then students who are in the track will be automatically added to the first available class(es) of that track which they meet all the prerequisite 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.

Programs are used to enable users to self-enroll in classes. For this to work the course the class is an instance of must be assigned to a program and the user must be assigned to the program. Learners can then choose a class or from a list of classes from the courses of the program they are assigned to. If a course has prerequisites, then they will not be able to choose a class of that course until they have met the prerequisite 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 Program Management 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:
Student users view of their Learning Plan folder

Th next image shows a user's view of the Current Classes screen. The user is currently enrolled in 2 classes. The user can link to the class by selecting a "Moodle course" link in the Class Instance column.

Student users view of their current classes screen

The following image shows the users view of the Program Overview screen. This screen displays all the programs the user is enrolled in. Enrolling users in programs only will allow them to choose which class instances of the program they will enroll in. Enrolling users in tracks will allow auto-enrollment in class instances.

This user is assigned to 3 programs. For the first program, auto-enroll is being used. The user was assigned to a track instance of the program which auto-enrolled them in the classes of the track. When the user was assigned to the track they are automatically enrolled in the associated program.

For the second program, self enroll is being used. The user has been assigned to a program, now the user can choose which class instances they enroll in on the Program Overview screen.

Student users view of the program overview screen

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

In ELIS versions 2.3.3.1+, 2.4.3.1+, and 2.5.1.1+, a new setting allows users to self-unenroll from class instances. To enable this setting go to the Settings block > Site administration > Plugins > Enrollments > ELIS Program Manager enrollments and enable the "Allow unenrollments from course catalog" setting. This allows users to self-unenroll from a class instance if they have no grade data in the class instance.

The user can self-unenroll from a class on their Program Overview screen. The class instance name isn't actually shown on the Program Overview screen, just the course description the class is an instance of is shown. For course descriptions to show on the user's Program Overview screen, the course description must be assigned to a program and the user must be assigned to the program.

The following images demonstrate what a user will see when they self-unenroll from a class. The first image shows the user's Program Overview screen. The user selects the Unenroll link for the class they want to unenroll from.
User unerolling from class on Program Overview screen

Then a confirmation screen opens where the user can confirm or cancel the unenrollment.
Self-unenroll confirmation screen

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 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 is being used for classes, then the user would be not auto-enrolled in the second class until the first is completed.

Student users view of their program overview screen

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.

Student users view of their program overview screen

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

Student user being added to waitlist

Once the user selects the Add me to the waitlist 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:
Student users view of their waitlist screen

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

User's Program Overview:
Student users view of their program overview screen

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:
Individual course progress report

Individual User Report:
Individual user report

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


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 Program Management block as well.

Schedule reports link and page

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
    • Enter how many times the report will run.
    • Enter how often each run occurs in hours, days, or months.
    • In the image below the report is set to run 5 times, every 7 days. So a report would be generated once a week for 5 weeks.
Simple Recurrence:
Scheduling report with 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 Administration block > Site Administration > Users > Permissions > Define roles. Scroll to the bottom of the page and select the "Add a new role" button and follow the steps below:
  • Enter a name: View Reports
  • Enter a shortname: viewreports
  • Enter the context types where the role may be assigned: User Set
  • In the Capabilities section, scroll to the ELIS Report capabilities and allow "View ELIS reports - block/php_report:view".
  • Scroll to the bottom of the page a select the "Create this 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).

Go to the Program Management block > Users > Manage User Sets. Choose the name of the user set where the role should be assigned. Select the (1) Roles tab. Select the (2) role (e.g., View Reports) that should be assigned. Select a user and assign the role.

Assigning a role in a user set

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 Site 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 program, course, class, track, or user set 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 program, 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 a Show more link at the bottom of the filter form, 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.

Program 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 chart 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 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 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 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 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 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

Select the "+ Show more" link at the bottom of the filter page to add additional fields to the report.

Class roster report filter with Show more link selected

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. ID Number - this field was added with the advanced filter. It shows the id numbers of the users.
Class roster report

To change report options, click on the "Configure Parameters" icon located in the upper left 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 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 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 bu user set report filter with enabled user set tree

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 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 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 upperhand 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

Before using the filter the user fields to search and display will need to configured if they haven't been already. Select the Configure icon to open the autocomplete configuration window.

Individual Course Progres report filter

Select the checkboxes of user fields to search and display. ELIS custom user fields are included in the list of fields. Select the Save changes button when finished.

Individual Course Progress report filter

Type in the user name then select the name from the pop-up list below the search box.

Individual Course Progress report filter

The filter also includes a section for adding optional report columns. Columns can be included for learning objectives, total score, and pre-test/post-test. Select the checkbox next to a column to include it in the report. Select the Show Report button to generate the report.

Individual Course Progress report filter


Explanation of Report Data
  • Student: Student name.
  • ID: User ID number.
  • Email: Student email address from Moodle user profile.
  • Reg. Date: Date user account was created.
  • 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 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 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 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. Before using the filter the user fields to search and display will need to configured if they haven't been already. Select the Configure icon to open the autocomplete configuration window.

Individual user report filter

Select the checkboxes of user fields to search and display. ELIS custom user fields are included in the list of fields. Select the Save changes button when finished.

Individual User report filter configuration pop-up window

Type in the user name then select the name from the pop-up list below the search box.

Individual User report filter

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 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 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 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. 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:
User Class Completion Report filter

The 'Show more' link, located at the bottom of the filter screen, will enable you to filter the report data by more user fields, as well as custom user fields.

UCC Report advanced filters

For example, in the screen above, the Advanced Filters have been opened up. We are filtering the report by a custom user field to show users with their Project Management Level set to PM1.

User Class Completion 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.

UCCR user set 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.

User Class Completion Report

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 user set tree filter

For instance this setting would show data for users in the Miami Office and the Tampa Office.

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.

UCCR 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:
User Class Completion report

Configuring Report Columns
The UCCR report enables to to configure which data columns are displayed on the output reports. Standard and custom ELIS user fields, 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.
User Class Completion Report
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.
User Class Completion Report
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.

User Class Completion Report

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.

User Class Completion 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.

User Class Completion 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.

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

User Class Completion Report

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.

User Class Completion Report filter

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.

User Class Completion 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:

User Class Completion 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 to 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 Instance 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 more" link, 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 will 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 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 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 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 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 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 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 two 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 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 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 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 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 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 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 more" link 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. Select the "+ Show more" link at the bottom of the filter page 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.
  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 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 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 right 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 Sitewide 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 more" link 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.
Sitewide 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:
Sitewide transcript report

To change report options, click on the "Configure Parameters" link located in the upper left 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 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 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.).

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.

Now Web Services can also be used with Data Hub versions 2.3.2.2+ and 2.4.2.3+, link to the documentation.

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. The identifying fields for users (idnumber, username, and email) can now be disabled or enabled in the ELIS Data Hub settings. Go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import.

2. All user fields except idnumber can be updated now. For more information about updating identifying fields go to the Updating Identifying Fields.

3. The location of Data Hub has changed in ELIS 2.6. Go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins. For the Logs report go to the Administration block > Site Administration > Reports > Data Hub logs link. All Data Hub blocks will be converted to HTML blocks during upgrade to new version.

4. Now Web Services can be used with Data Hub versions 2.3.2.2+ and 2.4.2.3+, link to the documentation.

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

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

7. Create or update: This is a new import setting, located on the Administration block > Site Administration > Plugins > Local plugins > 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.

8. 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.

Accessing ELIS Data Hub

Accessing ELIS Data Hub


ELIS Data Hub can be accessed by going to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins. Under the Data Hub plugins heading is a list of links to different areas of Data Hub.

Data Hub links in the Administration block

On the Manage plugins screen 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.

To access the field mapping screens go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins and select the arrow next to Version 1 ELIS import. After selecting the arrow a Field mapping link is shown, select it to open the Field mapping screen. Selecting the Version 1 ELIS import link will take you to the edit settings page.

Version 1 import field mapping link


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 by going to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import link or Version 1 ELIS export link or the Manage plugins link (shown in next image).

Manage plugins screen edit links

Version 1 ELIS Import Settings

Data Handling

ELIS Data Hub data handling settings

  1. Use idnumber as an identifying field: This setting is available in the next release.
  2. Use username as identifying field: This setting is available in the next release.
  3. Use email as identifying field: This setting is available in the next release.
  4. 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.

Scheduled Import File Locations

ELIS Data Hub file location settings

  1. 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.
  2. 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.
  3. 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.
  4. Enrollment import filename: This is configurable.

Logging

ELIS Data Hub logging settings

  1. Log file location: This is where log files are stored. Use SFTP to access the file location.
  2. Email notification: Enter the email addresses of users that should receive import log files.
  3. Allow duplicate email addresses: Allows duplicate email addresses.
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.

Emails

ELIS Data Hub email settings

  1. Send New User Email Notifications: Send email notifications to new users.
  2. New User Email Notifications Subject: Enter the subject for the email.
  3. New User Email Notifications Template: Enter the content for the email. For example: %%firstname%% %%lastname%% an account has been created for you at %%sitename%%. Your username is %%username%% and your password is %%password%%. %%loginlink%%.

Data Hub email settings

  1. Send New Enrollment Email Notifications:
  2. Send Enrollment Email from:
  3. New Enrollment Email Notifications Subject:

Data Hub email settings

  1. New Enrollment Email Notifications Template:

Version 1 ELIS Export Settings


ELIS Data Hub 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Schedule 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.

Schedule a new job form
  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.

Manually run job link

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

Manually run job 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. Go to the Administration block > Site Administration > Reports > Data hub logs.

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.

View of logs page
  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.

Another view of the logs page

  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:

View of the logs page log link

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

View of a complete 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.

ELIS version 1 impoert field mapping link

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. Go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import > Field mapping > User fields tab.

Data Hub user field map
  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. New fields added with the ELIS 2.6.1.1 release. These fields can be used as identifying fields, their main use is for updating identifying fields. For more info go to the next page.
  4. 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.
  5. 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. This is also an identifying field, optional. Identifying fields are used to identify users for updates/deletion.
password:
This is a required field for user creation.
idnumber:
The user's id number is a required field for user creation. This is also an identifying field, optional. Identifying fields are used to identify users for updates/deletion.
firstname:
This is a required 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. This is also an identifying field, optional. Identifying fields are used to identify users for updates/deletion.
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.
user_idnumber
The idnumber of an existing ELIS user. This can be used as an identifying field. If this field and the idnumber field are in the file, both values have to be the same because the idnumber can not be changed once set.
user_username
The username of an existing ELIS user. This can be used as an identifying field. If this field and the username field are present in the file, this will be the identifying field and the username field can then be used for updating.
user_email
The email of an existing ELIS user. This can be used as an identifying field. If this field and the email field are present in the file, this will be the identifying field and the email field can then be used for updating.


The required fields for creating users with ELIS Data Hub import files are:
  1. action
  2. idnumber
  3. username
  4. password
  5. firstname
  6. lastname
  7. email
  8. country
The required fields for updating and deleting users with ELIS Data Hub import files are:
  1. action
  2. idnumber or username or email
For information about updating identifying fields go to the next page.

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.
If the 'disable' action is used instead of 'delete', the user is still deleted from ELIS and Moodle records.

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.

Manually run job link

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

Manually run job

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.

Updating Identifying Fields

The ELIS 2.6.1.1 release has some improvements for updating the identifying user fields. There are a couple ways to update these fields. To demonstrate I will update a users email address in a couple different use cases.

Use Case 1


For this use case we will use the new Data Hub settings. Go to the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import. The following image shows the screen that will open. Deselect the checkbox that controls whether the email address is used as an identifying field.

Data Hub settings for identifying fields

Now email addresses can be updated in user import files, but the email address can no longer be used as an identifying field. The following image shows an example of a user import file for updating a user's email. The 'idnumber' field is the identifying field and the 'email' field is being updated.

User import file updating the user email address

It is possible to keep the email field as an identifying field and update the email field, that is demonstrated in Use Case 2.

Use Case 2


For this second use case we will use the new fields added to the Version 1 ELIS import user field map. In this use case we do not need to edit the Data Hub settings for identifying fields, all three identifying fields are active in this use case. The following image shows the bottom of the User field map located in the Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS import > Field mapping > User tab.

Data Hub user field map

When these new fields are added to the file they become the default identifying fields and the standard identifying fields can then be used for updating. Here are two example files that demonstrate how to set this up.

The first one will use the 'user_idnumber' field as the identifying field and the 'email' field is being updated.

Data Hub email update file

The second file will use the 'user_email' field as the identifying field and the 'email' field is being updated.

Data Hub email update use case

Note: The 'idnumber' field may be updated once it has been set. If a file has the 'user_idnumber' field and the 'idnumber' field both values have to be the same.

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 Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job 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 Administration block > Site Administration > Reports > 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 Administration > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job

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 Administration block > Site Administration > Reports > 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 Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job

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 Administration block > Site Administration > Reports > 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 Administration block > Site Administration > Plugins > Local plugins > 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. The new format is MMM/DD/YYYY, e.g., Jan/01/2014. Formats from previous versions of Data Hub will work as well, 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
Note: For auto-created classes of a track to be automatically set to auto-enroll, the course descriptions the classes are instances of must be set to required in the program. So when a program has course descriptions set to required, track instances of that program will have auto-created classes automatically set to auto-enroll. Class instances auto-created for course descriptions that are not required will have auto-enroll set to No.

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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job

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 Administration block > Site Administration > Reports > Data Hub logs link.

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

Batch Import of 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 Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job

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 Administration block > Site Administration > Reports > 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 Administration block block > Site Administration > Plugins > Local plugins > 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 ELIS 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 Administration block > Site Administration > Plugins > Local plugins > 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.

Manually run job link

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

Manually run job

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 Administration block > Site Administration > Reports > 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 Administration 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 Administration > Site Administration > Plugins > Local plugins > Data Hub plugins > Version 1 ELIS export. The screen in the following image will be shown.

Data Hub export setings
  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 Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > Data Hub plugins > Manage plugins. Under the Export Plugins section Version 1 ELIS export row select the "Manage" link under the Schedule column.

Export manage schedule link

Then select the "New Job" button.

New job button for exports

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 Data Hub export

Files from scheduled exports are saved in the Export path, which is displayed in the Administration > Site Administration > Plugins > Local plugins > 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 exports

To run a export file manually go to the Administration block > Site Administration > Plugins > Local plugins > 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 Administration block > Site Administration > Plugins > Local plugins > Data Hub Settings. 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.

Disable in Moodle cron 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.

Disable in Moodle Cron Override

This feature enables you to hide the Disable in Moodle cron setting and force the setting on by going into your site's config.php file and adding the following line: $CFG->forcedatahubcron = true;

Navigate to the Administration block > Site Administration > Plugins > Local plugins > Data Hub Settings. A new message replaces the setting shown in the image above, "Disable in Moodle cron" has been forced on in config.php: $CFG>forcedatahubcron.

To restore the hidden setting remove the line added to the config.php file and refresh the page.

Web Services for Data Hub

Web Services can be used with Data Hub versions 2.3.2.2+ and 2.4.2.3+.

The following Moodle documentation links have information about Web Services and security keys (tokens):
The following Github project link has test web services clients pre-built to work with Moodle in a few programming languages, https://github.com/moodlehq/sample-ws-clients.

There is also a checklist of steps to go through on every Moodle / ELIS 2.x site at Administration block > Site Administration > Plugins > Web Services > Overview. Each step links to a page where the step can be completed.

Web services overview page

The web services developer documentation can be enabled by going to the Administration block > Site Administration > Plugins > Web Services > Manage Protocols. Select the Web services documentation checkbox at the bottom of the page to enable the documentation.

Enabling Web services documentation

The documentation lists the available methods and their inputs and outputs. To access the documentation as an admin user go to the Administration block > Site Administration > Plugins > Web Services > API Documentation.

Data Hub web services API documentation

Select the function you want to view documentation for. The documentation opens beneath the selected function.

Data Hub web services API documentation

A user assigned a Web Services role can view the documentation by going to the Administration block > My profile settings > Security keys and selecting the Documentation link on the right side of the RLDH Webservices column.

Web Services docs link for a user assigned a Web Services role

The web services role should have the permission 'Create a web service token - moodle/webservice:createtoken' enabled, it is located at the end of the System section of the permissions/capabilities. And one or more of the web service protocols should be enabled, those permissions are located a few sections below the Course permissions/capabilities.

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 Administration 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 - local/elisprogram:associate
  • View program - local/elisprogram:program_view
  • View track - local/elisprogram:track_view
  • View User Set - local/elisprogram: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 Administration 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.

Assigning a role in a user context

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).

Assigning a role 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 William Adams 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 user 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 name, and so we see the and can select from this list of users.
  5. Select the checkbox for the user or users who will have administrator rights over the particular user.
  6. Select the "Assign roles" button when finished.

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. This user has been assigned the Manager role for a user so she/he can see the "Manage Users" link.

Using an assigned role

The user can see the user(s) they are assigned the Manager role for on the Manage Users screen. 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. 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 role in a user set

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 a role in a user set

On the roles screen:
  1. Use the filter to search for users.
  2. Select a user to assign the role to.
  3. Select the "Assign roles" button.
In this example a user is being assigned the User Set Administrator role in a user set, ACME Corporation. Some permissions that are enabled for this type of role are:
  • local/elisprogram:assign_userset_user_class_instructor
  • local/elisprogram:associate
  • local/elisprogram:class_enrol_userset_user
  • local/elisprogram:class_view
  • local/elisprogram:course_view
  • local/elisprogram:program_enrol_userset_user
  • local/elisprogram:track_enrol_userset_user
  • local/elisprogram:user_view
  • local/elisprogram:user_edit
  • local/elisprogram:userset_enrol_userset_user
  • local/elisprogram:userset_view
When a user set administrator also has a role assigned within a program context with the permissions to view, create, and delete tracks, the administrator will be able to view, create, and delete track instances of that program. Then the tracks he or she creates can be assigned to the user set. Likewise, the administrator could also assign the user set or user set users to the tracks he/she has created.

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.

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 icons for the user set.

Using a user set administrator role

The user set administrator can also view/edit the users of the user set on the Manage Users screen or on the Bulk user actions screen. The Manage Users screen is shown in the next image. The user set administrator can edit any of the user's profiles of his/her user set by clicking on their Name, ID Number, or Edit icon.

Using a user set administrator role
As they are only assigned a role in the ACME Corporation user set - they can only see users who are in the ACME Corp. user set. In the image some users have more icons available, this is because some users are assigned to user sub-sets of the user set so the user set administrator has less permissions with those users.

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 role in a program

Once an administrator has been assigned to the program, they can see their assigned program when they login and select the Manage Programs link.

Using a program administrator 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).

Using a 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. The Track Manager role has all 6 of the track permissions enabled.

Assigning a role in a track

In this case, the user would see the "Manage Tracks" link in the Program Management block.

Using a track manager role

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. The Class Instances tab has been selected in the following image. The "Auto-create class instances" button will only be available to users with track "edit" or "create" permissions in ELIS versions 2.5.1.3+ and 2.4.3.3+.

Using a track manager role

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 generally 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 demonstrates 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.

Add ELIS course screen

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 course 1 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 Description".

Add course description button

Here you can fill in the information about the course:

Adding an ELIS course description

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.

Template course browse window

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:

New course description

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.

Learning Objective tab add element button

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 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 buton

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:
  1. Select the Course Descriptions tab
  2. Select the Available To Assign link
  3. Select the green Assign icon to add a course
  4. Selecting the green Assign icon opens a confirmation screen where additional information can be added for the course, e.g., position 1. Selecting the check icon completes the assignment to the program.
  5. Multiple courses can be assigned to the program at once by dragging and dropping courses into the Bulk Assignment box. Then select the green Assign icon. A limitation of the Bulk Assignment feature is you can't assign the courses different position numbers.
Assigning a course to a program

If the course is a required course, set the required course box as shown in step 4 of the previous image. 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.

Go to the Currently Assigned link and the first course has been added to the program.

Program course description tab currently assigned link

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.

Program course description tab

Next I will add prerequisites.

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 prerequisite course(s) from the list of available courses.

Prerequisite icon for a course on the course description tab of a program

Edit course prerequisites:
Add 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 "Program Overview" link in the Learning Plan, we'll see the screen below:
User's view of their program overview screen

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 the 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:
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 users with the Project Management Level profile field set to PM0 have been automatically added to the user set. Users automatically assigned to the user set via a profile field value can only be removed from the user set by changing the profile field value that added them to the user set.

User set Users tab

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 that the program and user set have been created the two can now be associated. Select the Programs tab of the user set or the User Sets tab of the program to associate the program and user set. For this example we will select the Programs tab of the user set we just created.

Programs tab of a user set

On the Programs tab of the user set:
  1. Select the Available To Assign link - This opens a screen where available programs can be assigned to the user set.
  2. Select the green Assign icon - This opens the confirmation window with the auto-enroll settings for the assignment.
  3. Use the checkbox to set the Auto-enroll users into this program when they are added to this user set setting.
  4. Select the green Check icon to confirm the program assignment to the user set.
  5. Bulk Assignment - Drag and drop programs onto the Bulk Assignment box to assign multiple programs to the user set at once.
Now on the Currently Assigned screen we see the assigned program, users in the user set will be automatically assigned to the program.

Programs tab of a user set

Next we will create a track of classes to auto-enroll the users of the user set in. Tracks are used to auto-enroll users in class instances - if you want users to enroll themselves in class instances, just assign them to the program and they can self-enroll in any class instances of courses in the program.

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 created, go to the Tracks tab and select the Add Track button.
In this example case the Project Management Level 1 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 Class Instances 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. That can be done by going to the Program Management block > Program > Manage Class Instances.

Class Instances tab of a track

To edit the auto-enroll settings for a class instance of the track:
  1. Select the edit icon (pencil) shown on the right hand side of the previous image. A window opens below the class instance with a checkbox used for auto-enroll settings.
  2. Select the checkbox if auto-enroll should be used.
  3. Select the green Check icon to complete the changes.
Next we'll assign a user set to this track. In this example we'll assign the Project Management Level 1 user set we created earlier to this track.

User Sets tab of a track

On the User Sets tab of the track:
  1. Select the Available To Assign link.
  2. Select the green Assign icon next to the user set you want to assign. This opens a window below the user set with auto-enroll settings.
  3. Select the checkbox to auto-enroll users of the user set in the track. If class instances of the track are set to auto-enroll, users will be auto-enrolled in the class instances. If a class has a prerequisite course then users will not auto-enrolled in the class until the prerequisite course is completed.
  4. Select the green Check icon to complete the assignment.
  5. The Bulk Assignment box can be used to assign multiple user sets to the track at once. Drag and drop user sets onto the Bulk Assignment box then select the green Assign icon. The green Assign icon isn't visible until a user set has been placed in the Bulk Assignment box
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.

Uset Sets tab of a track

This will automatically load all users who have PM0 set for their Project Management Level profile field into the Project Management Level 1 user set and this track of classes in Project Management.

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.


Users in a Track

When we login as a student on this site, and go to the Program Management block > Learning Plan > Current Classes, we see the class or classes of the track that we are currently enrolled in. In this case, there are 3 classes on the track (from the 3 courses in the program) - however Preparing a Project is the prerequisite for all courses in the program. Therefore, it is the only class available for this student.

User view of their current classes

If we look at the "Program Overview" link we can see all the classes of the track, along with the reason the classes are not currently available to the student.

User view of their program overview screen

Since this user is just starting on the track they have to take the Preparing a Project class before they are auto-enrolled in the other classes.