Managing Learners Managing Learners on the LINGOs LMSon the LINGOs LMS

An Overview by Dan ShermanAn Overview by Dan Shermandls@ngoaccess.com

An Introduction For Level 1 Members

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Introduction and Introduction and ObjectivesObjectives

This webinar is designed to introduce new Level 1 This webinar is designed to introduce new Level 1 Portal Administrators to key functions of our LMS Portal Administrators to key functions of our LMS and provide basic strategies for successful and provide basic strategies for successful implementation of the Shared LMS Space.implementation of the Shared LMS Space.

You are strongly encouraged to download the You are strongly encouraged to download the Intralearn Manuals for both Administrators and Intralearn Manuals for both Administrators and Students Available at:Students Available at:http://ingo.sharepoint.apptix.net/portal/Shared%20Documents/Forms/AllItems.aspxhttp://ingo.sharepoint.apptix.net/portal/Shared%20Documents/Forms/AllItems.aspx

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What is an LMS?

An LMS is a strategic solution for planning, delivering, and managing all learning events within an organization.

The focus of an LMS is to manage learners, keeping track of their progress and performance across all types of training activities. It is essential for reporting to HR systems but isn’t generally used to create course content.

An LMS is a strategic solution for planning, delivering, and managing all learning events within an organization.

The focus of an LMS is to manage learners, keeping track of their progress and performance across all types of training activities. It is essential for reporting to HR systems but isn’t generally used to create course content.

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Why do you need an LMS?Why do you need an LMS?

Using an LMS provides several benefits not usually available in standard web hosting environments. An LMS:

Using an LMS provides several benefits not usually available in standard web hosting environments. An LMS:

o Provides a secure place to host contentProvides a secure place to host contento Allows your organization to easily track Allows your organization to easily track student progress and completionstudent progress and completiono Provides an easy way to quickly generate Provides an easy way to quickly generate reports of student activityreports of student activity

Learning Management SystemLearning Management Systemo LINGOs uses an implementation of the LINGOs uses an implementation of the

Intralearn LSP 4.2.1Intralearn LSP 4.2.1o Our implementation of the Intralearn LMS is Our implementation of the Intralearn LMS is

hosted by Connected Learning Network hosted by Connected Learning Network who also provide 24 hour a day tech who also provide 24 hour a day tech support for your students.support for your students.

o Shared content is stored on the Main Portal Shared content is stored on the Main Portal and “shared” to the Shared LMS Space and “shared” to the Shared LMS Space (http://lingoslearning.org).(http://lingoslearning.org).

o Organizations can create their own content Organizations can create their own content or migrate existing content to Shared LMS or migrate existing content to Shared LMS Space. Space.

7 Basic Steps for 7 Basic Steps for Implementing your LMSImplementing your LMS

o Live or Recorded General OrientationLive or Recorded General Orientationo One on One Orientation conducted via One on One Orientation conducted via

ElluminateElluminateo Set up Hierarchy Set up Hierarchy o Migrate content, Request available Migrate content, Request available

content.content.o Create UsersCreate Userso Track Student ProgressTrack Student Progress

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First Steps: LMS OrientationFirst Steps: LMS Orientation

General Orientationo Each new organization should have Each new organization should have

representatives attend a live or recorded representatives attend a live or recorded General Orientation to the LMS. (Your General Orientation to the LMS. (Your watching it now!)watching it now!)

One on One Orientation

o Using Elluminate Live new member Using Elluminate Live new member organizations will receive one on one organizations will receive one on one training in how to use the Shared LMS training in how to use the Shared LMS Space. Space.

o This training will show them how to This training will show them how to establish users and manage courses. establish users and manage courses.

o Each organization’s hierarchy will be Each organization’s hierarchy will be established in this 1on 1 session.established in this 1on 1 session.

o Questions specific to the organization can Questions specific to the organization can be addressed in this session.be addressed in this session.

o New Users can have supervised hands on New Users can have supervised hands on practice in LMS.practice in LMS.

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3.3. HeirarchiesHeirarchies

Establishing a HierarchyEstablishing a Hierarchy

o The Hierarchy is a graphic representation The Hierarchy is a graphic representation of the way students are organized in the of the way students are organized in the LMS.LMS.

o The Hierarchy’s value is in it’s ability to The Hierarchy’s value is in it’s ability to have separate Registrars track and report have separate Registrars track and report on particular groups of students.on particular groups of students.

o With the help of Dan Sherman, each With the help of Dan Sherman, each organization may create a Hierarchy which organization may create a Hierarchy which reflects their organizational structure.reflects their organizational structure.

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Hierarchy StructureHierarchy Structureo The Hierarchy is The Hierarchy is

constructed of Enrollment constructed of Enrollment Levels extending down Levels extending down from a root level.from a root level.

o These Levels can contain These Levels can contain sub-levelssub-levels

o A level is the smallest A level is the smallest group of students that a group of students that a Registrar can gather Registrar can gather reports on.reports on.

o The System Administrator The System Administrator may restrict a Registrar’s may restrict a Registrar’s access to a single level, or access to a single level, or allow access to the whole allow access to the whole Sub Portal.Sub Portal.

Hierarchy Structure cont.Hierarchy Structure cont.

o A common Hierarchy A common Hierarchy Structure among LINGOs Structure among LINGOs members is to arrange their members is to arrange their Hierarchies in the following Hierarchies in the following manner:manner:

Organization Organization

U.S. (Second Region)U.S. (Second Region)

DepartmentDepartment

““Field” Region (First Region)Field” Region (First Region)

Country (Sub Region)Country (Sub Region)

DepartmentDepartment

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So what difference does the So what difference does the hierarchy make?hierarchy make?

The way you layout your hierarchy early on can have big implications in the ease and ability with which you do your job.

In the following slides we’ll see two ways of arranging a hierarchy with the same students and the effect those different organizational styles have on reporting.

The way you layout your hierarchy early on can have big implications in the ease and ability with which you do your job.

In the following slides we’ll see two ways of arranging a hierarchy with the same students and the effect those different organizational styles have on reporting.

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““Big Bucket” approachBig Bucket” approach

Some organizations choose to have very few levels in their hierarchies.

In organizations in which learners move regularly this organizational style can save maintenance time.

However, this arrangement can produce reports with an excessive amount of data.

Some organizations choose to have very few levels in their hierarchies.

In organizations in which learners move regularly this organizational style can save maintenance time.

However, this arrangement can produce reports with an excessive amount of data.

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Very few (only 1) element in the HierarchyVery few (only 1) element in the Hierarchy

Hierarchy with very few LevelsHierarchy with very few Levels

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Hierarchy with very few LevelsHierarchy with very few Levels

A Detail Report of the students in the Region element of the Hierarchy.

A Detail Report of the students in the Region element of the Hierarchy.

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Multiple Level ApproachMultiple Level Approach

Some organizations choose to have a great number of levels in their hierarchies.

This allows for very precise reports and yields a manageable amount of data in those reports.

Some organizations choose to have a great number of levels in their hierarchies.

This allows for very precise reports and yields a manageable amount of data in those reports.

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Several elements in the HierarchySeveral elements in the Hierarchy

Hierarchy with multiple LevelsHierarchy with multiple Levels

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Hierarchy with very few LevelsHierarchy with very few Levels

A Detail Report of the students in the Finance Sub Level of the Region Level of the Hierarchy

Note the much more targeted information available in this report.

A Detail Report of the students in the Finance Sub Level of the Region Level of the Hierarchy

Note the much more targeted information available in this report.

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More Levels in your Hierarchy means more detailed reports are possible.

More detailed reports means more targeted data.

More Levels in your Hierarchy means more detailed reports are possible.

More detailed reports means more targeted data.

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4. Migrate or Create Content4. Migrate or Create Content

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ContentContent

o Courses can be migrated from an existing LMS.Courses can be migrated from an existing LMS.o Courses can be developed in external authoring tools for Courses can be developed in external authoring tools for

use on the LMS.use on the LMS.o Any course listed at Any course listed at http://www.lingoscatalog.orghttp://www.lingoscatalog.org is is

available immediately for your sub portal.available immediately for your sub portal.o Courses not listed on the lingoscatalog.org site can be Courses not listed on the lingoscatalog.org site can be

requested from the MindLeaders catalog at requested from the MindLeaders catalog at http://www.mindleaders.comhttp://www.mindleaders.com contact Dan Sherman for contact Dan Sherman for more information.more information.

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Course Content is available from 5 sources.Course Content is available from 5 sources.

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Testing New CoursesTesting New CoursesA safe and private “sandbox” site has been A safe and private “sandbox” site has been established at established at http://www.lingostest.org

Courses in development can be uploaded here Courses in development can be uploaded here for private review before being announced to for private review before being announced to your students.your students.

Organizations wishing to experiment with new Organizations wishing to experiment with new courses are encouraged to contact Dan Sherman courses are encouraged to contact Dan Sherman to gain access to this site.to gain access to this site.

This site also provides an opportunity to test This site also provides an opportunity to test functions of the LMS before making them live on functions of the LMS before making them live on your Sub Portal.your Sub Portal.

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6. Establish Users6. Establish Users

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A note about naming users...A note about naming users...

o Since we operate our LMS in a shared Since we operate our LMS in a shared environment it is imperative that environment it is imperative that consistent naming practices be used consistent naming practices be used within your sub portal.within your sub portal.

o No 2 users in our shared system can have No 2 users in our shared system can have the same user name, so LINGOs members the same user name, so LINGOs members have come up with a variety of naming have come up with a variety of naming conventions.conventions.

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Sample Naming SchemesSample Naming Schemes

o jdoe@xyz.orgjdoe@xyz.orgo jdoe.xyzjdoe.xyz

Use whatever makes since for your organization, but remember choose something both easy for your staff to remember and unique to your organization. Please notify Dan Sherman with information about whatever schema you will be using so that he can ensure that there is no duplication in the system.

Use whatever makes since for your organization, but remember choose something both easy for your staff to remember and unique to your organization. Please notify Dan Sherman with information about whatever schema you will be using so that he can ensure that there is no duplication in the system.

Organization name: “XYZ”Organization name: “XYZ”

Registrars

o There are two functions available to a Registrar: o Managing student enrollments, by adding and

deleting students, moving students between enrollment levels if the students location or position changes, and updating Student Profiles.

o Some Registrars may generate Reports about the students they manage. Currently there are 10 separate reports available.

o Other Registrars may have their permissions restricted so that they are only responsible for managing students in specific areas of the Hierarchy.

o There can be more than one Registrar per Sub Portal

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Student Users

Students may be established and enrolled in courses via 3 methods.Students may be established and enrolled in courses via 3 methods.

๏ Students may select courses from the course Students may select courses from the course catalog and automatically submit a request to the catalog and automatically submit a request to the LMS Order Manager from within the LMS.LMS Order Manager from within the LMS.๏ Registrars may create new students and enroll Registrars may create new students and enroll them into courses. They also may add courses to a them into courses. They also may add courses to a students profile independent of student requests.students profile independent of student requests.๏ A simple Bulk Registration Excel Document is A simple Bulk Registration Excel Document is available to automate the process of establishing available to automate the process of establishing multiple students.multiple students.

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7. Tracking Student Progress

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Tracking Student Progress

Student Progress may be tracked via 10 available reports.Student Progress may be tracked via 10 available reports.

๏ Exam ResultsExam Results๏ Student ProfileStudent Profile๏ Registered CoursesRegistered Courses๏ Data ReportData Report๏ Detail ReportDetail Report๏ Status ReportStatus Report๏ Department Department ComplianceCompliance

๏ Incomplete Course Incomplete Course ReportReport๏ Student ComplianceStudent Compliance๏ Course ComplianceCourse Compliance

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Additional Functions of the LMS

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Events

A new feature in the LMS is Events Management.A new feature in the LMS is Events Management.

๏ Create announcements for upcoming organizational events๏ track student attendance in the LMS๏ provide shared files and resources๏ survey participants about course๏ wait list students๏ Communicate with participating students via e-mail blasts๏ Events show up in the course catalog๏ much more...

๏ Create announcements for upcoming organizational events๏ track student attendance in the LMS๏ provide shared files and resources๏ survey participants about course๏ wait list students๏ Communicate with participating students via e-mail blasts๏ Events show up in the course catalog๏ much more...

LMS Student Registration LMS Student Registration

๏ Introduction

๏ Single Student Registration

๏ Batch Student Registration

๏ Introduction

๏ Single Student Registration

๏ Batch Student Registration

Introducing the Order ManagerAdmin Set UpStudent ViewOrder Manager ViewRegistrar ViewAvailable Customization

Introducing the Order ManagerAdmin Set UpStudent ViewOrder Manager ViewRegistrar ViewAvailable Customization

Single Student Registration

LINGOs uses a “Request Driven” enrollment model. Students are able to select courses, create a profile, and request enrollment. Enrollment requests are processed by an administrative user on your portal referred to as the Order Manager. On the Level 1 Shared LMS Space the Order Manager function is handled by a LINGOs Employee.

Single Student Registration

LINGOs uses a “Request Driven” enrollment model. Students are able to select courses, create a profile, and request enrollment. Enrollment requests are processed by an administrative user on your portal referred to as the Order Manager. On the Level 1 Shared LMS Space the Order Manager function is handled by a LINGOs Employee.

Introducing the Order Manager

Level 2 members who allow students to request enrollment in courses have an Order Manager, who approves or denies access to a course.

Introducing the Order Manager

Level 2 members who allow students to request enrollment in courses have an Order Manager, who approves or denies access to a course.

Student Enrollment ScenarioStudent Enrollment Scenario

The following scenario will demonstrate the user experience of all participants in the enrollment process.The following scenario will demonstrate the user experience of all participants in the enrollment process.

Miguel, Student

Linda, Organization Order

Manager Gene, Registrar

Student Enrollment ScenarioStudent Enrollment Scenario

Miguel Wishes to enroll in a basic Excel course.He visits his organization’s sub portal and finds a suitable course in the course catalog.

Step 1. Students select courses by clicking “courses” in the left hand navigation bar.

Step 2. After checking the box next to the course they want to take they click enroll.

Step 3. The Student either logs-in or clicks the link to create a new user profile.

Miguel Wishes to enroll in a basic Excel course.He visits his organization’s sub portal and finds a suitable course in the course catalog.

Step 1. Students select courses by clicking “courses” in the left hand navigation bar.

Step 2. After checking the box next to the course they want to take they click enroll.

Step 3. The Student either logs-in or clicks the link to create a new user profile.

Miguel, Student

student view

Student Enrollment ScenarioStudent Enrollment Scenario

Step 4. A series of e-mails is automatically generated by the LMS.The Student will receive an e-mail similar to the one below.

Step 4. A series of e-mails is automatically generated by the LMS.The Student will receive an e-mail similar to the one below.

Miguel, Student

student view

Student Enrollment ScenarioStudent Enrollment Scenario

Step 5. His Organization’s Order Manager receives an e-mail notification that a student wishes to enroll in a course.

Step 5. His Organization’s Order Manager receives an e-mail notification that a student wishes to enroll in a course.

order manager view

Linda, Organization Order

Manager

Student Enrollment ScenarioStudent Enrollment Scenario

Linda, Organization Order

Manager

Step 6. In the role of the Order Manager at the organization, Linda either approves or denies access to the course.

Student Enrollment ScenarioStudent Enrollment Scenario

Step 7. If the student’s request was approved, the Organization’s Registrar can now move the student to the correct level in their hierarchy in two easy steps.

First, choose “Move” from the Action drop down menu

Step 7. If the student’s request was approved, the Organization’s Registrar can now move the student to the correct level in their hierarchy in two easy steps.

First, choose “Move” from the Action drop down menu

registrar view

Gene, Registrar

Student Enrollment ScenarioStudent Enrollment Scenario

Step 8. Next, the Organization’s Registrar can choose the appropriate level in the hierarchy and choose “Get” from the Action pull-down menu.

Step 8. Next, the Organization’s Registrar can choose the appropriate level in the hierarchy and choose “Get” from the Action pull-down menu.

registrar view

Gene, Registrar

Batch Enrollment

You can batch load student records into the LMS. This batch load includes the information in the student Profile plus any course enrollments.You will need to prepare a designated Enrollment spreadsheet which you can request from Dan Sherman.

The spreadsheet has 4 tabs. The first 3 have examples and instructions, the fourth is where you will enter data. Built into the spreadsheet is a Macro that creates an .xml file when you have completed the spreadsheet and saved the document. When you are ready to upload the student accounts on the spreadsheet, you will upload the .xml version of the file.

Batch Enrollment

You can batch load student records into the LMS. This batch load includes the information in the student Profile plus any course enrollments.You will need to prepare a designated Enrollment spreadsheet which you can request from Dan Sherman.

The spreadsheet has 4 tabs. The first 3 have examples and instructions, the fourth is where you will enter data. Built into the spreadsheet is a Macro that creates an .xml file when you have completed the spreadsheet and saved the document. When you are ready to upload the student accounts on the spreadsheet, you will upload the .xml version of the file.