FAQs: Reporting & Exporting

Reports can be assigned to users so that they can access them at any time.

Custom reports are produced with a Word Processing preview windows which allows authors to combine data views, graphs and text to produce professional management reports which can be exported as pdfs. These reports can be distributed within Open eLMS by assigning them icon buttons which can be added to any user’s role.

Results from assessments are stored and reported on. The data can be used to assign further learning assignments by the use of queries.

Open eLMS has an audit section where every interaction within the system (inputs and outputs) are recorded. This data, due to size considerations, is automatically archived (when it gets to 5,000,000 records) but can be restored and viewed at any time.

All system activity (inputs and outputs) are tracked and added to the audit table within the system.

All reports can be scheduled to run periodically with a copy kept of each data snapshot. This allows reviewers to see changes over time.

Reports can be deleted only by administrators. Deletion rights can be assigned to other users if required.

Any custom report can be edited by administrators. Deletion rights can be assigned to other users if required.

Administrators can view all reports in the system, administrators can give access to any report in the system to other personnel.

All roles can access certificates for their learning.

Completed courses remain on each learners’ eportfolio for future access at any time.

All reports can be limited to access data for certain departments, organizations etc. by assigning them directly to each user group.

Graphs and data widgets are also available from inside Open eLMS via a configurable data dashboard. The above data is created via a server side task which can be configured to run every minute. True live business information capability (this brings together data from a number of sources) is available via an integration with Power BI (Open eLMS feeds data directly into any client’s Power BI dataset.) This allows for the combination with other data sources and drilling down into the data for further analysis thus giving true Business Analytics.

Would need to create a custom report which allows users to select career paths and see the skills, knowledge and behaviours required.

Learners can upload any certificates etc. into the system. These can be uploaded as files (pdfs etc.) or web links. Learners can contribute work examples and certificates to their ePortfolio of learning throughout their learning lifetime by uploading projects, example work, documents in any format. The ‘pack and go’ functionality allows learners to take any work with them after leaving your organisation, which can henceforth be shown to employers etc.

The entire learning portfolio record is available to each learner and manager. This includes:

• Learning resource performance (status and certificates)
• Lesson performance
• Progress with learning programmes (in terms of assets completed, criteria covered and time spent)
• Gamification (leaderboard compared with peers)
• Badges – badges awarded using the Open Badges standard.

Any of this data can be combined into a customised report available to any user of the system.

All reports can be exported as Excel files (from Power BI and Open eLMS directly).

Open eLMS does export to XML where it is necessary (i.e. where linked information is exported). This can be seen in the case of exporting the Individualised Learner Record (the Export ILR button in the screenshot above).

Filters exist to refine the data selected. The headers contain filters which can be saved with each report.

The role profile is used as a search/filter field on management interfaces and reports (custom and default).

Filter statuses can be saved with each report.

Reports can be managed so only appropriate data is visible to each user. Custom reports can be produced and data restricted in accordance with business rules (i.e. managers can only see data for their direct reports, company administrators can only see data for their company etc.)

Open eLMS interfaces with the Microsoft 365 suite of applications and Azure Power applications. Learners have instant access to their trainers and colleagues (assigned to similar learning programmes) for direct contact via Teams (should users have suitable Teams IDs). Teams is integrated into live lessons when using Open eLMS Classroom. Individual events can be exported into MS Outlook calendar, or it can be applied system wide (as a backend setting so no user action is needed). Such events generate outlook invites via email (along with Teams webinar invites if selected). Finally Office 365 documents can be tracked as web links within the system.

Multiple criteria can be selected to define a report across the enterprise. A live feed can also be created to Microsoft’s Power BI to generate management information reporting.

The client has the option to export reports using the Power BI or Google Data Studio (no license needed), which produces a highly configurable infographic style report. These reports can be configured to the client requirements and use AI to mine the data and produce a report with management conclusions.

A client has the option to export all data to Microsoft Power BI (as well as Google Data Studio); this is an ‘out of the box’ integration which just needs the Authority’s credentials stored in the system and then all data is automatically updated. For more details on how to integrate Micorosoft Services see the knowledge base article – https://emil-reisser-weston.atlassian.net/wiki/spaces/OE/pages/46989323/Microsoft+Services+Integration

Once a connection to this management information system is set up there is no need to log into and export the data from inside Open eLMS. The linked Power BI datasets can be used to generate any reports from the data. The system can even be linked with other data sources for further meta-analysis. These reports can be accessed either via a computer terminal or via the Power BI app. Alternative Management Reporting Systems can be integrated and Open eLMS would be happy to integrate them as part of the implementation process.

Open eLMS features default reporting for Learning Programmes and Learning Resources.

Default Data Views:

Learning Programme Default reports include:

• Cost analysis
• Manager progress
• Managers falling behind
• Learner progress
• Learners falling behind
• Training impact

Learning Resource Default Reports

• Feedback
• Learning performance
• Skill scans
• Skills matrix
• Task assessment reports
• Training impact
• Training schedule

The report data when run, previews on screen. This data can be filtered using the filters at the top of the screen and is then printed out, exported to Excel or used to create an email list to send a bulk email.

Bespoke Data Views:

Custom reports can be built from a choice of nearly 100 different fields (applied to both filters and report fields). These reports can be edited at any time.

Graphs:

Open eLMS has its own graph engine which can produce graphs which can be inserted into any data view or custom reports.

Custom Reports:

These reports are produced with a Word Processing preview windows which allows authors to combine data views, graphs and text to produce professional management reports which can be exported as pdfs. These reports can be distributed within Open eLMS by assigning them icon buttons which can be added to any user’s role.

Power BI, Google Data Studio, Dashboards, Dashlets:

Live feeds can be set up to give a live view of the data. These dashboards display key metrics and graphs directly within Open eLMS. Reports can also be generated, exporting the data to MS Power BI or other business information systems (eg Google Data Studio.

Scheduling Reports:

Reports can be run as scheduled reports so performance can be examined over time. These reports remain in the system and can be emailed to recipients.

Reports can be printed, used as a basis for sending out email queries, exported to Excel or Power BI.

Where appropriate, reports allow for the drilling down into data for more granular details.

Enrollments (and enrollment sign-off) are recorded by the system and can be included on custom reports. In this case the filter simply shows enrolled users. These reports can be produced that are customisable via frequency. (reports to be customisable via frequency i.e. weekly, quarterly , yearly and to be both raw data (excel format) as well as dashboard/graph format) Data dashboards can be created within Open eLMS (in preference over Power BI). The widgets selected and their layout are configurable.

Report building is as easy as selecting fields (for filters and the report body) and saving the results. Graphs, tables and values can be combined into custom reports. This adds a new custom report to the list which can be distributed to selected personnel.

Open eLMS follows the UK Government’s ILR standard (Individualised Learner Record) which records demographic characteristics, role-specific characteristics, hierarchy, employment start date, and much more. There are over 200 fields which are recorded, just some of these are shown below. A CRON task (automated server side processing) will be created to periodically synchronise the data in HR systems. This includes data such as: new employees, Leavers, name changes, job title changes, structure changes, Line manager changes, demographic information, and qualification information. All fields described can be used as filters in custom reports or selected for use within the report itself.

The system will report on the leaderboard and awarded badges.

Assessment reporting exists out of the box.

Reports can be ran on event attendance along with authorised absence and reasons for non-attendance.

This would be a custom report which would look at expired certificates.

This is a custom report which would be created within the system.

A classroom schedule report can be ran. Management have the option to filter by trainer, date etc.

Compliance reporting can be set up to consider mandatory training (as shown below) or otherwise. A filter can be used to see performance on a single individual (note the data in the attached screenshots is randomly generated dummy data and contains no PII).

A report on events would list the enrollment status, attendees, dates of event(s) etc.

This is a standard default report in the system.

Report can be produced directly from the curriculum list.

This is a standard default report in the system.

Custom reports an be constructed from a list of 80+ report and 80+ filter fields.

Reports can be set up to drill down on roles or levels not engaging with training. Open eLMS can measure the ‘Last Learning Access Date’, ‘Criteria Completion’, ‘Time Falling Behind’, etc. which can be used to filter for learners not engaging with the training. The data can be set up to run as an automated report and be sent out to management personnel on a periodic basis if required. Reports are also stored on the system for access at any time so trends can be detected.

This is a custom report which would be created within the system.

This is a custom report which would be created within the system.

Schedule reports can be filtered for individual managers. Instructors/managers will have a schedule report built into their management interface; they can print the current data view.

This is a custom report which would be created within the system.

Would need to add filter to the report for the instructor’s company.

A custom report will be produced.

Any report can be saved with multiple queries added to the filter (allowing for reporting by role and student etc.)

No such report exists. An analysis for the audit report will produce this information if forensic analysis of the data is needed.

This would usually be ran via the third party payment system (i.e. Stripe). Financial reporting is a sophisticated requirement. This report would need to be added as a customisation.

Open eLMS produces a report on the upcoming schedule of learning. This can be ran for a single learner or a group of learners.

Report templates (Word documents) can be added to the system with place holders for fields. These can then be printed off (e.g. contracts, certifications etc.)

A report on events would list the enrollment status, attendees, dates of event(s) etc.

With +250 permissions for each role, this report will produce a lot of data. A custom report will be produced to match this requirement.

Progress reports are available at all levels from curricula to individual learning resources. Default reports exist to enable users to focus specifically on learners or managers falling behind.

A complete record of all user activity can be produced.

This is a custom report which would be created within the system.

User role types such as system admin/performance role, can be given access to the built in report wizard that can be customised, as well as being able to build reports from scratch. This can be done via the ‘Review’ link on the top right hand corner of the screen.

Note that data access can be controlled so that certain users (e.g. line managers) will only get access to personnel data for which they have responsibility, whilst super users will have access to all personnel data. Permission levels can also be assigned per report, which allows strict control over access to specific reports.

These reports can be printed, used as a filter for sending emails, or exported to Excel or a management information system (e.g. Power BI).

The system can also build customized reports with nearly a 100 reports and filter fields to select from.

Team overview reporting is available from the Review option in the top right of the screen. Here more sophisticated default and customised reports can be created, forming the basis for exporting or creating emails or reports.

Open eLMS has a sophisticated reporting engine which allows managers and administrators to use default reports and create new reports within the system (see the report builder below).

Graphs and data widgets are also available from inside Open eLMS via a configurable data dashboard which give management insight into key learning measures.

Further insight can be made available via an integration with Power BI (Open eLMS feeds real time data directly into any client’s Power BI dataset.) This allows for the combination with other data sources and drilling down into the data for further analysis thus giving true Business Analytics.

Attendance can be automatically tracked within predefined parameters, namely the percentage of time on call as opposed to published time to qualify as “attended”.

Content interactions can be tracked on a case by case basis by the learner or manager (added as ‘Evidence’).

Users can drill down on progress data to see progress at each level of learning. Progress is graphically represented by gauges which are color coded to indicate if users are falling behind where they are expected to be.

Progress tracking can be filtered for all statuses and custom reporting functionality can filter for certificates awarded.

Fail rates will need to be added via the custom reporting functionality.

The following are all tracked:

• Courses
• Assignments
• Tests
• Curriculum
• Surveys

This learning is visible in a calendar including event dates and due dates for the any learning resource (this is a configurable setting if required.)