Support
Integration
Walkthroughs
Installation and Configuration
If you are setting up the system for the first time then check out the Administrator Onboarding
guide. Although we will install the system for you, it is your responsibility to ensure that the system is set up with the appropriate personnel and learning etc. Don’t worry we can guide you in doing this, but contained in the guide are a series of walkthrough videos which will show you exactly how.
Once the system has been set up, there are around 80 different options which you can select. Don’t worry we have selected the default options for you which should suit your installation but as time goes on and the system gets upgrades, it will be your responsibility to activate these. We recommend you proceed through these questions in the Configuration Onboarding guide after the initial installation is finished and whenever any major upgrades to the system have been made and select the upgrades you wish to include within your installation.
The 20 checks and steps to ensure the system is set up correctly for yourself
Follow these steps to get the system up and running – some of the steps refer to the underlying Open Elms system in such cases the functionality in both systems is the same. To use this guide you should have purchased the system and been provided with a custom URL and an administration account login (usually your email).
This document follows the steps taken in the flowchart at the back of your manual – click here to download manual – it has supplementary information that will be useful.
Answer each question proceeding down the screen as the set up process continues to its eventual completion.
1) Is the system installed?
No
Contact smcrteam@e-learningwmb.com for the URL – do check first that payment has gone through for the site and the EULA has been signed.
Yes
Continue.
2) Do you have admin access to the system?
No
Contact smcrteam@e-learningwmb.com and request access – please note only one administrator is set up per company for security reasons. Other administrators can be added by the first administrator but not by support..
Yes
Continue.
3) Is the system suitably branded?
No
Obtain a logo image at least 400 pixels wide by 200 pixels high – it should be no more than 50% larger than these parameters. It should be a transparent PNG file. You can then insert it in the system by following these instructions.
Yes
Continue.
4) Are jobs set up on the system and linked to SMCR Roles?
No
There should be 3 types of jobs set up on the system. Depending upon the business area you are in these should be called: ‘Asset Management – Senior Manager’, ‘Asset Management – Certification Staff’ and ‘Asset Management – Conduct Rules’ OR ‘Insurance – Senior Manager’, ‘Insurance – Certification Staff’ and ‘Insurance – Conduct Rules.’ Your staff are going to be mapped to these jobs so it is important that the F&P Activities are correctly defined within each job. Check the contents of each job if unsure – you can assign any job to your account to check the content contained therein – the video link demonstrates this.
Yes
Continue.
5) Is employee personal data in the system?
No
Import employees by following these instructions. Specific information is given to importing fields relevant to the SMCR Solution.
Yes
Continue.
6) Do people have the correct jobs, assigned the right SMCR Roles and are all departments etc set up correctly?
No
Check the data is as expected, if there are any errors you can always reimport the data to update the database.
Yes
Continue.
7) Do you wish to Set up Single Sign-On (SSO)?
No
Continue..
Yes
Email support@elearningwmb.com your federation data (it’s an xml file) to organise a SAML SSO integration – make sure you include your company name and URL of your installation. SAML is a standard for arranging Single SIgn ON – further information can be found here. A integration expert will be in touch to organise the next step in the integration process.
8) Are your Compliance Managers set up?
No
Any system administrators will have access to manage all data (by selecting the ‘Compliance Manager’ option from the top right drop down menu). In large organisations separate personnel (i.e. ‘Compliance Managers’ will also need to be set up with responsibility for certain groups, department or personnel). This is done by assigning the appropriate ‘Compliance Manager’ the appropriate personnel.
Yes
Continue..
9) Do the SMF & Responsibilities reflect your organisation?
No
The default SMR and Responsiblities are defined by Simmons and Simmons but there may be a requirement to customise these for your firm. If this is necessary then this should be done by the administrator of the system prior to launch.
Yes
Continue..
10) Are the SMCR relevant committees in your organisation defined within the system?
No
The membership of committees will be part of your SMCR record and should be recorded on the system for all relevant employees. Before this can be done, all relevant committees and the roles in that committee need to be defined.
Yes
Continue..
11) Are the default emails sent by the system correct?
No
Default emails enable reminders to be sent out by the system which ensures the system is actively used by the learning population. Emails are defined out of the box – these may not always convey the information you want to send out so please check them first.
Yes
Continue..
12) Have you turned on email functionality on the site?
No
Emails must be turned on before you launch the site otherwise passwords cannot be sent out to learners when they first use the system.
Yes
Continue..
13) Do labels match those in your company? e.g. “department”, “group”, “job”etc.
No
The labels used in the system for parameters may not match those used in your organisation (e.g. you may use the term “Cost Centre” instead of “Department”.) To rectify this you can change any of the labels used in the system.
Yes
Continue..
14) Are you happy with the configuration of the system?
No
There are hundreds of ways in which the system can be further configured to suit your organisation. It is recommended you view the video walkthrough for an introduction to these options – don’t worry the default configuration is usually fine for the initial launch of the system.
Yes
Continue..
15) Do you want to integrate with other 3rd party systems using APIs?
No
Continue..
Yes
Contact smcrteam@elearningwmb.com with details concerning of the system you want to integrate with and importantly the data you want to read from or write to the system. The SMCR Solution has an extensive API and use the API of other systems, let us know precisely what you want to do and we can suggest and cost a solution for you.
Contact support@elearningwmb.com
16) Do you wish to add specialist F&P Activities to some accounts (associated with their job function e.g. traders (asset management), analysts (asset management), reinsurance (insurance), delegated underwriting (insurance) etc.)?
No
Continue..
Yes
You can finesse the attributed F&P Activities for each person dependent upon their job characteristics, select the video link for further information as to how to do this.
17) Do you wish to add your own F&P Activities to the system?
No
Continue..
Yes
Add learning resources by following these instructions.
18) Do you know how to manage data once it starts being collected?
No
It is recommended you log in as a manager (if you are an administrator then select the ‘Manager’ option from the top right hand corner of the screen) and run through the walkthrough videos on the manager interface. The team at Simmons and Simmons (smcrteam@simmons-simmons.com) will be able to help should you require further assistance with this.
Contact smcrteam@simmons-simmons.com
Yes
Continue..
19) Are you ready to launch the system?
It is recommended you run through the requirements on this page, should you have any questions please contact support@elearningwmb.com.
Are all relevant staff, managers and administrators set up on the system?
Does the system reflect your organisation’s structure?
Are all jobs set up correctly?
Is email functionality switched on in the system?
20) Do you know how to contact learners to let them know the system is ready for launch?
No
There are 3 options available to inform the user population that the system is launched; 1) send out default welcome emails one by one, 2) send out the emails by reimporting the user list; 3) create an email report that contacts all learners or 4) use your own systems for informing people the system is launched.
Yes
You’re good to go! Contact your managers (if different personnel) and inform them that the system is now launched. Default welcome emails can be sent to those personnel too.
Please contact support@e-learningwmb.co.uk should you have any specific queries relating to these instructions. Note this information is for administration training only. Training for managers etc is in the system accessible via the help buttons on each screen. Should you require further classroom training then please contact sales@e-learningwmb.com for a quote.
25 Questions to ensure that Open eLMS is configured correctly
Open eLMS has over 80 configuration options, these can be found by logging in as an administrator and going to Site Setup > Defaults > Configuration
The sheer number of options makes this difficult to know what applies to your installation. In order not to miss out on getting the system precisely tailored for you, follow the questions and then look up the Keys in the Configuration table in order to make the necessary changes (instructions are given in the table as to what each change will do.)
Answer each question proceeding down the screen.
1) The standard session out time is one hour – this is the time after which users are logged out if they have not pressed a submit button. Would you like to change this (should be extended if learners are expected to enter a lot of information into a text box)?
No
Continue …
Yes
Search for and check the following key(s):
- sessionTimeout
2) Do you wish to use the Open eLMS API enabling other systems to communicate with Open eLMS? (If you have no immediate need to do this then say “no”.)
No
Continue …
Yes
Search for and check the following key(s):
- allowApi
3) Are you using single sign-on?
No
Search for and check the following keys:
- allowRegistration
- defaultUsernameLabel
- showSocialLoginButtons
Yes
Continue …
4) Do you wish to use the latest version of Open eLMS Creator for creating and editing elearning (note there may be an additional cost to using the Open eLMS Creator system)?
No
Continue …
Yes
Search for and check the following key(s):
- enableJackdawHtml5
5) Will some of your learners have no email addresses?
No
Continue …
Yes
Search for and check the following key(s):
- allowEmptyEmailImport
Yes
Search for and check the following key(s):
- schoolField
6) Do you want to change how long logging data is kept for (defaults to 6 years)?
No
Continue …
Yes
Search for and check the following key(s):
- loggingDataRentention
7) Do you want to prevent learners skipping to the end when watching YouTube/Vimeo videos through the system (this prevents cheating)?
No
Search for and check the following key(s):
- disableYoutubeClicks
Yes
Continue …
8) Do you want to record a learner’s emergency contact details?
No
Continue …
Yes
Search for and check the following key(s):
- showEmergencyContactDetails
9) Do you want to record visa eligibility checks (important for overseas workers)?
No
Continue …
Yes
Search for and check the following key(s):
- showVisaEligibilityChecks
10) Do you want to use Open eLMS Live (note this needs to be purchased separately)?
No
Continue …
Yes
Search for and check the following key(s):
- enableSchedule
- lessonDuration
- learnerInterfaceV2
11) Do you wish to make feedback anonymous (GDPR issues) or remove it completely?
No
Continue …
Yes
Search for and check the following key(s):
- enableFeedback
- enableFeedbackSubmitOnly
- enableFeedbackList
12) Do you wish learners to upload learning which can then be shared amongst other learners once approved by compliance?
No
Continue …
Yes
Search for and check the following key(s):
- allowAddBlogEntry
13) Is all classroom training ran by managers/coaches etc who are employed by your organisation?
No
Continue …
Yes
Search for and check the following key(s):
- enableClassRoomManagerDropDown
14) Do you wish the system to enforce prior approval of any classroom training by the appropriate manager/trainer?
If there is a significant cost and time element then you should probably answer “yes” to this question.
No
Continue …
Yes
Search for and check the following key(s):
- isManageBookings
15) Do you wish the system to enforce sign off by both compliance managers when meetings are made?>
No
Continue …
Yes
Search for and check the following key(s):
- isMeetings
16) Do you wish to allow files to be attached to email templates?
No
Continue …
Yes
Search for and check the following key(s):
- enableEmailAttachments
- emailAttachmentsSize
18) Do you wish to integrate Power BI?
No
Continue …
Yes
Search for and check the following key(s):
- powerbi_client_id
- powerbi_client_secret
- powerbi_azure_username
- powerbi_azure_password
- powerbi_dashboard_url
19) Do you wish to customise the learner experience?
No
Continue …
Yes
Search for and check the following key(s):
- disableLazyLoading
- showLatestReleases
- learnerInterfaceV2
- disableResourceTypes
20) Do you wish to disable all emails from the system?
No
Continue …
Yes
Search for and check the following key(s):
- enableEmailFunctionality
21) Do you want learners to define the type of upload they will submit (e.g. Observation in the workplace, Professional discussion, Workplace testimony etc.)?
This is used by default for Open eLMS for Business and Open eLMS for Apprenticeships.
No
Continue …
Yes
Search for and check the following key(s):
- enableUploadType
22) Would you like to include Olark for offering chat support from your own support team?
No
Continue …
Yes
Search for and check the following key(s):
- olarkCode
- enableOlark
23) Do you want to record an employee’s responsibilities and committee memberships on their employee record?
No
Continue …
Yes
Search for and check the following key(s):
- showResponsibilitiesAndCommittees
24) Do you wish to integrate Moodle objects into the system?
No
Continue …
Yes
Search for and check the following key(s):
- moodleLink
25) Do you wish to integrate the system with the Xero accounting system?
No
Continue …
Yes
Search for and check the following key(s):
- BillingContactName
- BillingContact_ID
- BillingFirstName
- BillingLastName
- BillingEmailAddress
- BillingDefaultCurrency
- BillingisDemo
- BillingRepeats_Months
- BillingNext_Invoice
- BillingisChargebyTime
- BillingTelephone
- BillingisMembership
- BillingisUnlimitedCourses
- BillingJackdawVersion
Please contact support@e-learningwmb.co.uk should you have any specific queries relating to these instructions. Note this information is for administration training only. Training for managers etc is in the system accessible via the help buttons on each screen. Should you require further classroom training then please contact sales@e-learningwmb.com for a quote.
1) How are automated emails sent out by the system?
Escalation emails are sent once a resource becomes due – these timings are customisable by the administrator, who would navigate to System Setup > Defaults tab > Timings (this is included in the manual sections 7.3.1 & 7.3.2).
For example, an elearning resource has been set to be due after 7 days – so once the resource has been assigned, it will be due in 7 days from that point. Once 7 days has passed, the user will be sent an email notifying them that they have resources due.
If desired, you can also set this email to be sent to the individual’s manager when overdue – to do this, as an Administrator, navigate to System Setup > Defaults tab > Emails. Then, select a template and tick the “Copy this email to associated manager(s)”
2) How can I view the results of certifications?
Certification results can be seen by navigating to Review and selecting the “Task Assessment Reports” view.
Additionally, as a compliance manager, you can see new attestation data by navigating to Administer Activity and then selecting the “Attestations” tab.
3) Where can users or managers add additional information they need to disclose as part of an attestation?
Once an attestation has been completed, the learner should be presented with a “Pending assessments” button (blue in colour) when the attestation is selected in the learner view. When pressed, this will take them to a list of issues which they will be able to edit for this purpose.
Additionally, as a compliance manager, you can add/edit this attestation data by navigating to Administer Activity and then selecting the “Attestations” tab.
4) How can I create a report showing learner progress?
This already exists – please see the “training performance” report template within the reporting functionality.
5) What is the difference between learning and an F&P activity?
An F&P Activity can involve learning and other things such as self attestation etc.
Learning can also be added to a person’s account but not be an F&P Activity – if it is assigned directly and not through a job.
Basically Learning can be an F&P Activity but it does not have to be depending upon how it was assigned to the learner.
Please contact support@e-learningwmb.co.uk should you have any specific queries relating to these instructions. Note this information is for administration training only. Training for managers etc is in the system accessible via the help buttons on each screen. Should you require further classroom training then please contact sales@e-learningwmb.com for a quote.
Usage by role
Open eLMS has a unique user centred design – this means that the interface is surrounded around the sequence of tasks which you undertake in your role.As such separate guides have been produced containing walkthrough videos. Select the role which you carry out – if your interface is different from those listed, contact your system administrator and ask them to alter your role within the system.
How to manage SMCR within your organisation?
Follow these 5 steps to manage SMCR – this includes all the steps you will need to take as a compliance manager to successfully deal with your SMCR responsibilities and take individuals through to Certification.
Answer each question proceeding down the screen in order to arrive at successful certification.
1) Are Senior Manager Functions and Responsibilities assigned in your Senior Managers and Certification Staff?
No
Senior Managers and Certfiication Staff Members should be identified in your organisation AND Functions and Responsibilities defined (this is the responsibility of the system administrator. You just need to assign Functions and Responsibilities.
Yes
Continue.
2) Are all your SMCR committees populated?
No
You will need to make sure any vacancies on these committees are filled.
Yes
Continue.
3) Have you checked on the validity of any self attestations forms returned by SMCR staff?
No
Any issues identified by self-attestation forms (criminal offences, civil proceedings etc.) need to be addressed to see if they will prevent certification.
Yes
Continue.
4) Have you managed all F&P Activities which require sign off?
No
Some F&P Activities (uploading documents, classroom training, reading documentation etc.) will require a manual sign off to evidence completion of that activity..
Yes
Continue.
5) Do you know how to monitor individuals to see how they are progressing through the SMCR process and certify them once completed?
No
Individuals at work should respond to the SMCR process automatically, but you may need to monitor progress and offer assistance prior to certification.
Yes
Continue.
6) Are you ready to launch the system?
If any of the above does not work please check with your internal system administrator the following things (see The administrator tour at the top of the screen for further information if you are an administrator of the system as well …
When you log in you have access to the Manage SMCR interface (check the top right hand corner menu to change to a ‘Compliance Manager’ or ‘Compliance Function’.
All relevant staff that you have responsibility are assigned to you.
You have access to the ‘Learner’ interface as well if you are a Senior Manager or Certification Staff Member under the SMCR.
Follow these videos for a step by step guide on how to set up and administer the SMCR Solution system.
These unique guides are also available from within the program by pressing the help button on any screen.
Please note you must proceed through the Installation and Configuration options (Administrator Onboarding and Configuration Onboarding) prior to accessing this section as these guides contain information specific to the SMCR Solution.
Administer Learning
- How do I populate the database?
- How to add a responsibilities map
- How to install Learning Resources from Library?
- How do I add/remove employees from managers’ accounts?
- How to assign additional Learning to learners?
- How do I sign off work that has been submitted for review?
- How can I assign learning to learners (or groups of learners)?
- How do I add learning resources to the system?
- How do I manage bookings for classroom sessions which require sign-off?
- How do I create a report?
- How do I add and import learners on the system?
- How do I set up Programmes/Apprenticeship Standards?
- How do I manage trainers/managers using the system?
- How can I export data to other systems?
- How do I sign off submitted work and mark as completed?
- How do I set up learning defaults such as categories, suppliers and branding?
Common Tasks
The certification process needs to be carried out by BOTH the Senior Manager/Certification Staff Member and Compliance Manager before these staff members can be considered as certified under the SMCR process.
The process can be summarised as below…
Step 1: Senior Manager/Certification Staff Member needs to completes all SMCR related tasks.
Here you can see not all SMCR tasks in the F&P Activities File are completed so cannot Self Attest
Step 2: Senior Manager/Certification Staff Member is now ready to self attest – note all SMCR related tasks are completed on this person’s record.
The [Edit] button is now visible on the interface.
Step 3: Senior Manager/Certification Staff Member signs off the form by pressing the button.
Step 4: The Compliance Manager gets alerted of this and can see in the interface that this employee has now self attested. It is time for the Compliance Manager to sign off the SMCR process.
Step 5: The Compliance Manager checks the records are OK then commences the sign-off process by pressing the [Edit] button which is now visible.
Step 6: The Compliance Manager signs off the record by pressing the checkbox indicated.
Step 7: The record is now updated to show that the process is completed..
Step 8: Going back and refreshing the management dashboard, shows this process as completed and sets the next sign-off date to a year from the day signed-off.
Step 9: The Certificate from Completion can now be printed off by either the Compliance Manager (as shown) or by the Senior Manager/Certification Staff Member from their interface.
Step 10: SMCR attestation should be as automatic as possible since email alerts will push people through this process. The system has been supplied in some cases with emails turned off since clients do not want email alerts sent out to clients when entered into the system. This can be overcome by asking the system administrator to enable the email templates shown.
Warning
The certification process is central to controlling timings; once an employee is certified then a clock starts running and then after a year (or whatever time period is set) training records are not refreshed (reset status to ‘Not Started’.)
If for some reason an employee is not certified then affected employees will need to manually reset their training – see the issue on Refreshing Training Manually for details on how to resolve this.
Refreshing Training
The ‘Refreshing’ of training, basically means resetting the training status back to the initial ‘Not Started’ status so training can be retaken periodically.
This ‘refresh’ process will happen automatically with all training once certification is due (approximately a year after the last annual certification process has been completed.)
When problems occur …
Should your company not have utilised the certification process this means that the training will not be refreshed.
This is expected behaviour BUT without training being refreshed, employees will go for more than a year before doing their training.
The Solution
If this is the case then please follow these steps to rectify the situation …
Step 1: Allow learners to refresh their own training
The system administrator will first need to change a default setting within the system to allow employees to access training that is in a completed state (i.e. has not been refreshed.)
To do this log in as an admin and go to Defaults > Systems Setup > Configuration and change the configuration setting for ‘Allow Learner to refresh Learning’ to true.
Step 2: Email employees to refresh their own training
Now we need to email any employee who has not completed courses within the last x months (you can decide how recently you want this cut off point to be.)
To do this log in as either a Compliance Manager or Administrator and go to Review > Activity Performance and select the Add View button
You can now use this report to filter for all ‘old’ training records. To do this refresh the Review page so it looks like the report below (press F5 on your keyboard and select the ‘Show Old Training’ report) and then select in the ‘Activity Resource – Last Updated’ filter the ‘to date’ as the 1st July 2020 (or the earliest date you consider training records to be up to date.)
Now press the Emil button and send anyone an email who has not accessed the training recently – as shown below
Should you want to, you can set this email to repeat automatically to ensure that people are reminded regularly
Step 3: Reset admin settings
Once all employees have retaken their training then reset the ‘Allow Learner to refresh Learning’ setting back to ‘False’ (see step 1). If you let the certification process reset training in the future – you will not need to repeat this manual process again.
Follow these videos for a step by step guide on how to set up and administer the Open Elms for Business system.
These unique guides are also available from within the program by pressing the help button on any screen.
Learning Library
Follow these videos for a step by step guide on how to set up and administer the Open Elms for Business system.
These unique guides are also available from within the program by pressing the help button on any screen.
Reporting
Field Descriptions
The following is a full description of each field used in the report and details of when it should be used.
Personal Information
| Personal Information | |
| City | This is the city to which the learner belongs – note that the city and country are linked. |
| Coach/Trainer/Manager | This is the name of the person(s) to whom this leaner has been assign responsibility for. This is usually a line manager, HR, teacher etc. |
| Company | This is the company which the learner works for. Any installation can have several companies (sub divisions, group company names, clients etc.) |
| Country | This is the country to which the learner belongs – note that the city and country are linked. |
| Date of Birth | The date of birth of the learner |
| Group | This is a group to which a collection of learners can be assigned. e.g. New Hires, Senior Management Team. Assigning people to groups makes it easier to assign learning across departments at the same time. |
| Job Title | This is the learner’s job title |
| Last login Date | This is the last time the learner used the system. |
| Learning Categories | These are the learning categories to which learning resources are assigned e.g. Health and Safety, Leadership etc. |
| Learning Resource – Expiration Date | Some learning resources have expiry dates (you can no longer access them after that date). |
| Learning Resource – Last updated | This is the last time the learning resource was edited or progressed by the learner. |
| Learning Type | This is the type of media (e.g. elearning, Youtube, classroom training etc.) |
| Location | This is a selectable location of the learner (note this is not the training location but where the learner normally is located.) |
| Prior Attainment | This is a field defined in the Individualised Learner Record (a learner data standard used with apprenticeships). This is a multiple selection from Level 1 to Level 7 and above. |
| Report Type | There are two types of report: audit and latest view to select from. Audit shows all incidences of training (useful for a long term record of repeat – or refresher – training.) Latest view shows the last training record for that learner. |
| Role | This is the security role of the person in the system – e.g. learner, manager, teacher, admin etc. |
| User status | A learner can have a status assigned to them (Not Started, In Progress, Completed). Most learners will be ‘In Progress’ – managers can manually set learner to completed once they have done all necessary training. A learner is ‘Not Started’ if they have not done any training yet. |
| Teacher responsible for asset | This is the teacher/manager/coach(es) etc who has responsibility for the listed learner. If there is more than one person responsible for the learner, then they will be listed as a separate record in the report. |
Learning Resource Specific FIelds (Open eLMS Basic, Open eLMS for Business, Open eLMS for Education )
| Timings and Scores | |
| Active Date Range | This filters the information displayed in any report by the last week, month, year etc. So you can look at data in a defined time window. |
| Approval Status | Some learning resources that are no automatically set to complete, will require approval by managers/teachers etc. this enables reports to filter for learning that has been approved or is waiting for approval. |
| Date submitted by learner | This is the date the learning resource has been submitted as completed or ready for approval by the learner. This would be typically be used by homework/uploads or classroom courses which require approval. |
| Days since last accessed | This is the number of days since the the learning resource was accessed by the learner. This is similar to the ‘Last Learning Access Date” but measured in days. |
| Due Date | Learning resource – NOT assigned to a learning programme etc.- becomes due a set number of days after it has been assigned to the learner. This time is period defined by the administrator in the System Setup > Timings and is different for different learning resource types. |
| Expected Completion Date | Due dates for learning resources are defined only if a learning resource is added to a programme/curriculum, then it becomes due at the end of the learning window (defined by editing the programme) |
| Last Learning Access Date | This is the date which the learning resource was last accessed. This is similar to the ‘Days since last accessed’ parameter but instead displays a date rather than days. |
| Learning Resource Start Date | This is the date when the learning resource was first accessed. |
Programme Fields (Open eLMS for Business, Open eLMS for Education Only)
| Programme Data | |
| Duration Completed (%) | This is the percentage of the learning programme/curriculum etc. completed by expected time spent (not resources completed). |
| Gateway Readiness for Outcomes | For each outcome (or topic) of a learning programme/curriculum managers can state whether the learner is ready to proceed to the next stage. This filters for the readiness of each outcome. |
| Gateway Readiness for Programmes | For each learning programme/curriculum assigned to a learner, managers can state whether the learner has completed that programme. |
| Planned End Date | This is the scheduled end date for that programme. |
| Planned Hours | This is the planned number of hours the learner is expected to spend on the selected learning programme. |
| Programme – (Standard, qualification etc.) | This is the name of the learning programme/curriculum. |
| Start date | This is the start date of the learning programme. |
| Visit Date | This is the date of any visits made to the learner. Visits are any kind of meeting where the manager/teacher etc has a meeting with the learner where progress is discussed and learning reviewed. |
| ILR Data | |
| Adult (19+) | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| Aim Type | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships.. This is the Higher National Certificate to Higher National Diploma (HNC to HND) Conversion Code |
| Apprenticeship financial code | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The financial details code being recorded. |
| Apprenticeship financial record date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The financial details record date of recording. |
| Apprenticeship financial type | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The type of financial details being recorded. |
| Cost Breakdown Date Range | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| Date employment status applies | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| Ethnicity | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| Exclude from Final Report | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Checking on this allows you to select this learner to exclude from any ILR Reporting – used to draw down funds from the government. |
| Funded | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Filter to see if funded or not. |
| Funding Model | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Identifies the funding model to be applied when calculating funding for this learning aim. |
| Learner Destination and Progression – Outcome collection date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Indicates whether the date the learner collected the learning aim |
| Learner Destination and Progression – Outcome end date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Indicates whether the date the learner achieved the learning aim |
| Learner Destination and Progression – Outcome start date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Indicates the date the learner started upon the learning aim |
| Learning Actual End Date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The date that the learner completed the learning activities necessary to achieve the learning aim or the date the learner withdrew from the learning activities, accurate to within a week. |
| Learning End – Achievement date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The date that the learner completed the learning activities necessary to achieve the learning aim or the date the learner withdrew from the learning activities, accurate to within a week. |
| Learning End – Completion status | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. An indication of the degree of completion of the learning activities leading to the learning aim. |
| Learning End – Outcome | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. To indicate where a funded employment outcome is gained. |
| LLDD and health problem | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| LLDD and health problem category | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
| Original learning start date | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The date on which the learner first started the learning aim. |
| Planned End Date on the ILR | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The date by which the provider and learner plan to complete the learning related to this learning aim. |
| Planned Start Date on the ILR | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The date by which the provider and learner plan to start the learning related to this learning aim. |
| Programme Outcomes | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. Indicates whether the learner achieved the learning aim, achieved partially or had no success. |
| Programme type | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. The type of programme which the learner is undertaking. |
| Provider specified delivery monitoring A | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. This entity collects data specified by the provider for their own use. |
| Provider specified delivery monitoring B | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. This entity collects data specified by the provider for their own use. |
| Provider specified delivery monitoring C | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. This entity collects data specified by the provider for their own use. |
| Provider specified delivery monitoring D | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. This entity collects data specified by the provider for their own use. |
| Sex | This is a field from the Individualised Learner Record – a learner standard commonly used for apprenticeships. |
Follow these videos for a step by step guide on how to set up and administer the Open Elms system.
These unique guides are also available from within the program by pressing the help button on any scree
Organisation
- How to populate the database?
- How to add companies to the system (group companies etc)?
- How to add all other Organization Information?
- How to add managers giving them responsibility for certain departments/personnel?
- How to set up various roles (administrators, compliance managers etc.) and change permissions granted to them?
- How to set up learning defaults?
- How to add Learning Categories?
- How to add Learning Providers?
- How to rebrand the background image the learner sees?
- How to add Competencies?
Defaults
- How to edit the emails sent out by the system?
- How do I distribute Open eLMS Creator e-learning courses?
- How to change the default reaction times (e.g. when a learner is auto-emailed when a resource is due to be completed)?
- How to change the terminology used in the system – i.e. change system labels/field names?
- How to change system configuration? For further details see the Configuration Onboarding support page.
- How to integrate Open eLMS Creator with any third party LMS via its API?
- How to customise any data dashboard used in the system?
- How to rebrand the learning and run updates on the system?