Training courses

Understand the concept of training

Open Administration > Training course > Courses

In the LMS we should understand training as:

• Descriptive and management information. This is the purpose of attachment of modules and sessions.

• Back-Office details: visible to administrators, and Front-Office details visible to learners.

• Training sessions: a session is a training course that you are registered for and that will take place for a certain period of time: session = training + period.

Additional Information

It is possible to classify training courses (including courses and employee evaluations) by topic.

• Each training course can be associated with one or more themes.

• Themes are tree-based.

Create a training course sheet

Open Administration > Training course > Courses

Procedure

1. Click the New button.

2. Complete the details on this training sheet:

   • Course name (mandatory field).

   • Mandatory training (Yes or No): if this field is completed on the training form, the session form inherits this information and all learners registered for this training session. However, the mandatory nature of a training course can be modified on the session form or on the learner's registration form.

   • Regulatory training (check this box if the training has regulatory status).

   • Opening mode of the content reader:

     • Default - takes the value of the domain configuration parameter: “Open training content player in the same window

     • Open in the same window - Opens in the same window, the method used to open the new content player.

     • Open in a popup (deprecated) - Open in popup (deprecated), method of opening the old content player.

   • Code/Grouping code: helps you locate courses more easily.

   • Administrative domain: associate a training domain with the training course (by default all domains are associated).

   • Category: (Training, coaching, in-work situations …).

   • Theme: associate the training course with a theme (for example: IT skills, marketing, languages…).

   • Providers: associate an existing training organisation with an existing provider or create a new provider.

   • Mode d’apprentissage: (face-to-face, e-learning, virtual classroom, curriculum, etc.). It is strongly recommended to choose the learning mode when creating the course.

   • Language: if the training needs to be provided in a specific language, select the language here. Important: if you offer training in several languages, you must enter the language and grouping code for this training.

   • Published on an LXP: Yes or No.

   • Use badges (check the box).

   • Intended professions: associate the course with a job.

   • View content duration after registration end date (in days) allows learners to view a course once it has been completed, or once the learner has successfully completed it. If you check this box, you can specify the number of days after the registration end date this content will remain visible. Default value = 300 day.

   • Training available on mobile: Yes or No.

   • Mutualized training (check the box).

Configure the registration parameters

• Capacity: maximum number of registrations for this training.

• Price per session: price for a training session.

• Profitability threshold: number of registrations above which the training course becomes profitable.

• Waiting trainee threshold: The maximum number of learners who can be on a waiting list.

• Price per participant: price per learner for a training course visible in the catalogue.

• Year N+1 price per participant: price per learner for a training course held in the following year.

• User Registration Workflow

  • Process defined on current domain: Manager registration (Automatic acceptance, Manager validation, TM [Training Manager] validation, Validation by the manager then the TM, Validation by the learner and after the TM).

  • Process defined on current domain: Automatic acceptance (Automatic acceptance, Manager validation, TM [Training Manager] validation, Validation by the manager then the TM, Validation by the learner and after the TM).

Other training parameters and characteristics

Page layout

• Select a Course home page layout and a Catalogue page layout with the images you would like to display for the catalogue and the training session cover page.

Scheduling

• Enter the Estimated completion time (time required to complete the course) and the Self-service availability time. By default, the duration is expressed in hours but you can modify the value.

Programme and objectives

• Enter training elements and objectives. (Click on the pencil symbol to enter text in the boxes in HTML format):

  • Description

  • Objectives

  • Detailed programme

  • Educational devices

  • Targeted jobs

  • Diploma awarded

Video presentation

You can associate a video with the training course. Click on the + to associate a video stored in the resource library.

Note: The resource will be displayed in the video webpart when you access the training course.

Access conditions

Select the level of studies to access this training as well as other specific conditions.

Administrative

Enter the administrative details for the formation:

• Organisation mode (intra-entreprise, inter-entreprise or internal)

• Eligible on the basis of an individual right (Yes or No)

• Educational manager

• Administrative manager

• IRT Code (Personal Training Allowance code)

• Validation type (Certificate, Diploma, Qualification, Training certificate)

Tracking propagation

This option allows you to manage the follow-up of a learner who has already taken an e-learning course, so that you don't have to redo a new version of the course for 1 year (by default).

• To ignore the propagation, check the box Disable tracking propagation.

• If propagation is activated, you can set the duration (in months) or define the period between two dates.

Access to back and front office training catalogs

Define access privileges for a user, group and domain.

Save the new training course

1. Click the Save button. A confirmation message appears on the screen.

2. A Preview button appears. Click on this button to view in a new window the rendering of this training sheet on the front office catalogue side.

Pay attention to the buttons on the sheet that remain active in this preview (such as registration requests).

3. Another QR code button appears: click on this button to view the QR code of this course in a new window. This QR code is readable by the mobile app and opens the training directly in Xperience Mobility.

Additional Information

If you have a training offer in several languages, it is mandatory to enter the language and the grouping code for this training.

Search for a training course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

Verification

The Training tab appears on the screen with the training information.

Add potential trainers to a course

Open Administration > Training course > Courses

Prerequisite

This feature is operational only for the e-learning modality. The objective is to list the trainers who are likely to lead the sessions.

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. Select the Potential Trainers tab.

4. Click the New button.

5. Search, select, and add the trainer. There is the option to add the trainer manually or using a file.

6. Click the Save button.

Additional Information

Two levels of assignments are possible:

• By Training: The designated trainer will be assigned only to the training, and not directly to the training sessions.

• Per Session: The designated instructor will be assigned to both the course and future sessions created on it.

The trainer positioned on a training course or a session will be able to validate this positioning by deciding to follow the training or session via : My sessions > Choose sessions.

Manage training course prerequisites

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. Select the Prerequisites tab. In learning, we talk about prerequisites – that is, the prior knowledge needed to complete a course or other. The need to complete the prerequisites before initiating a registration request or self-service access is conditioned by rules : a condition and an option are to be chosen – explained below.

4. Select a condition to access the training:

   • All prerequisites must be fulfilled: the user must have validated all the prerequisites – by default.

   • At least one prerequisite must be fulfilled: the user must have validated at least one of the prerequisites.

   • Select an option for validation: the chosen option is applied to all prerequisites.

   • Be registered before: Be registered for the prerequisite – default.

   • End date exceeded: be registered for a session whose end date has passed.

   • Success: be successful in the session.

   • 100% progression: be at 100% at the session progress level.

   • Success & 100% Progression

5. Add the prerequisite; It is possible to add one or more elements as prerequisites (course, evaluation and/or cursus). The visible elements are those of the repository (back-office side):

   • Training: choice among all those available on the repository side.

   • Evaluation: choice from all those available on the repository side.

   • Cursus: choice among all those available on the reference side.

Additional Information

Within the platform, the management of prerequisites is possible for the following:

• Course

• Evaluation

• Cursus

How it works is as follows :

• Setting up a prerequisite management for each element.

• Visualization of the prerequisites on the catalogue side to inform a learner.

• Information about prerequisites that is visible when viewing a registration.

There are 2 ways to manage the prerequisites:

• For information : informal for a learner – not blocking a registration request or self-service access.

• Required: No access to the item (catalogue or self-service registration) without first meeting the requirements of the item.

Registrations made by a training manager or manager on the back office side are not affected by the blocking rule (mandatory).

There is no notion of prerequisites in the Analysis section.

Prerequisites for a training course, an evaluation and a curriculum

• The management on the visibility of the prerequisites for the user is conditioned on the privileges on the catalogue side: by domain or by publication. The user does not necessarily have the right to see this or that element and therefore not necessarily the right to launch it.

• Prerequisites not met: To do this, a window opens during a registration request or during self-service access and lists the prerequisites necessary to complete the training.

• There are 2 ways to manage the prerequisites:

  • Use of prerequisites for information purposes: no blocking, the user can continue their request or access self-service ; prerequisites are purely informational.

  • Required: Unauthorized request or self-service access for unmet prerequisites – a message indicates after clicking the Continue button.

• As a training manager or manager, when requesting registrations for N people from the Register buttons in the pages, at the confirmation stage, a message indicates the people who have not met the prerequisites. It's purely informal for a manager. There will be no blockages.

  • Message Displayed : These users have not met the prerequisites for this item.

Create content for training

See sections on resource design.

Link a skill to a training course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. Select the Skills tab. From this tab, you can view the skills required to complete this training, and the target skills that you will be able to acquire at the end of this training if you successfully complete it.

4. Click the Add a skill button.

5. Select the desired skill using the search.

6. Select the skill or click on the +.

7. Select the target level and click on the Save button.

Verification

The skill label appears in the Skills tab, along with the skill level

Additional Information

This link between skills and training will allow you to highlight the skills developed as part of this training in the training sheet of the front office catalogue: indeed, a Web part developed skills allows you to display this information.

Publish a training course to the back office training catalogue

Open Administration > Training course > Courses

The publication of a training course in the back office is intended for roles that will manage the training catalogue in the back office (administrator, training manager, etc.).

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. The Course tab appears on the screen with the training information.

4. Select the catalogue rights. At the bottom of the training sheet appears the publication table that allows you to manage access rights to the training catalogue in the back office: it is called Catalogue privileges (back office).

5. Click on the Domain Privilege button and search for the domain to which you want to give privileges.

6. Click on the Group Privilege button and search for the group to which you wish to give privileges.

7. Click on the User Privilege button and search for an individual to whom you wish to give privileges.

8. Click Delete to delete the selected row and remove the privileges.

9. Select the privileges you want to assign for each of the added rows (domain, group, or user):

   • View: users belonging to this domain or group will only be able to consult this training sheet. But they will never be able to change it.

   • Edit: users belonging to this domain, or to this group, will be able to modify this training sheet. The author is no longer the only one managing this training.

   • Manage sessions: Users belonging to this domain, or group, will be able to create and manage sessions for this course.

   • Manage Publications: Users belonging to this domain, or group, will be able to access BO publishing privileges to republish the training.

10. Click the Save button.

Additional Information

The privilege table may not be displayed if this was decided during the platform settings. Similarly, the buttons below only appear if it was decided when setting up the platform.

Here are the privileges for advanced publication management:

• View/Edit the Publishing BO

• View/Edit Publication FO

• Publish to users in BO/FO

• Publish to domains in BO/FO

Visualize a back-office catalogue training course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria in the search page. There are several filters available to search for training including :

   • Theme

   • Category

   • Curriculum

   • Language

   • Training organisation

   • Learning mode

   • Intended profession

   • Etc.

2. Fill in the search filters and click on the Search button.

3. Select the desired course from the list, then click the View Course button.

4. The Training tab appears on the screen with the training information.

5. Click on the Design tab to view the educational content of the course, i.e. the module.

6. Click on the Production tab to view the releases that have already been made.

Publish a course to the Front Office Training Catalog

Open Administration > Training course > Courses

The publication of training in the front office will make it possible to offer a catalogue of training courses to learners or managers by displaying only the training sheets that they have the right to see (personalisation of the offer).

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Course button.

3. The Course tab appears on the screen with the training information.

4. Select the rights to the training catalogue. At the bottom of the training sheet appears the publication table that allows you to manage access rights to the front office training catalogue: it is called Access to the front office training catalogue

5. Click on the Domain Privilege button and search for the domain to which you want to give privileges.

6. Click on the Group Privilege button and search for the group to which you wish to give privileges.

7. Click on the User Privilege button and search for an individual to whom you wish to give privileges.

8. Click Delete to delete the selected row and remove the privileges.

9. Select the privileges you want to assign for each of the added rows (domain, group, or user):

   • View: users belonging to this domain, or to this group, will be able to consult the training sheet in the front office catalogue with information such as: description, detailed program, training objectives, duration, learning mode, list of sessions, etc.

   • Register: users belonging to this domain, or to this group, will be able to make a registration request on this training (the Registration request button will appear on the training form).

   • Self-service: Users belonging to this domain, or to this group, will be able to access self-service to this training (the Self-service access button will appear on the training sheet).

10. Save the changes by clicking the Save button.

Additional Information

The privilege table may not be displayed if this was decided during the platform settings. Similarly, the buttons below only appear if it was decided when setting up the platform.

The registration request will follow a validation process: this process is defined during the configuration workshops.

Self-service is only intended for training courses whose learning mode is e-learning (a check is made in this sense). You will also need to fill in the self-service duration field, the duration during which the learner will have access to the training after clicking on the self-service access button.

Modify a back-office catalogue training course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the View Training button.

3. The Course tab appears on the screen with the training information.

4. Click the Design tab to view the instructional content of the course, and edit the instructional content, if you have created instructional content.

5. Edit one or more of the informations in the sheet.

6. Click the Save button.

Verification

A confirmation message appears on the screen.

Add learning materials

It is possible to add file-based documents to a training resource or session.

Open Administration > Training course > Courses

Procedure

1. Search for a course or select a listed course.

2. Click on the Document tab of a training sheet and a Session sheet.

3. Add a link by clicking the New File button. Note the 2 categories of files: Administrative Documents or Educational materials.

4. Click on the Save icon.

Possible file extensions :

.gif, .jpg, .jpeg, .png, .doc, .docm, .docx, .dot, .dotm, .dotx, .csv, .pdf, .ps, .eps, .pps, .ppt, .pptx, .ppsx, .pot, .odp, .ods, .odt, .txt, .rtf, .xml, .xls, .xlsx, .xlsm, .xlt, .xltx, .xltm, .mp4, .mpeg, .mpg, .wmv, .avi, .qt, .rm, .mp3, .wav, .ogg, .wma, .eml, .msg

Verification

The file is visible in the list of documents for this training/session.

Add links in teaching materials

It is possible to add "link " documents (in addition to files).

Open Administration > Training course > Courses

Procedure

1. Search for a course or select a listed course.

2. Click on the Document tab of a training sheet and a Session sheet.

3. Add a link by clicking the New Link button. This link can point to a Google Drive or SharePoint for example. Note the 2 categories of links : Administrative Documents or Pedagogical Documents.

4. Click on the Save icon.

Verification

The link is visible in the list of links for this training/session.

Delete a course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the Delete button.

Verification

A confirmation message appears on the screen.

Additional Information

Make sure you have deleted the training sessions (if they exist) before deleting the training.

Duplicate a training course

Open Administration > Training course > Courses

Procedure

1. Select the desired search criteria on the search page, then click the Search button.

2. Select the desired course from the list, then click the Duplicate button.

• A pop-up opens : the name of the original course is predefined in the Name of the duplicate course field with the notion of "copy (1)", the Code field is also pre-filled if the original course has a code.

• Optionally, the design elements of the training course can also be duplicated.

Additional Information

The assets contained in the design tab will not be duplicated.