Catalog Builder Handout

Transcription

1 Catalog Builder Handout Contents 1. Creating & Configuring Courses... 4 Key Concepts... 4 Access Learning Home (ADMIN)... 5 Creating a Course... 5 Add Course Image:... 6 Enter Course Details:... 6 Select Expiration and Re-Acquisition:... 8 Enter Pricing Information:... 8 Enter Availability Information:... 8 Enter Registration Information:... 9 Enter Required Information of WBG/OLC courses:... 9 Configuring a Course Add Owner(s) Add Attachments Add Topical and Business Taxonomy Add Region(s) Add Keywords Add Prerequisites Add Equivalents Add Price List Setup Manager Approval to Register Setup Approvals to Register Setup Delivery Type Description of Delivery Types Creating & Configuring Classes Key Concepts Creating a Class /74

2 Enter Class Details Generate Registration Links Configuring a Class Assign Class Administrators or Instructors Assign Rooms Add Attachment(s) Setup No-Shows or Cancelation Fees Setup Automatic Notifications Managing Rosters Key Concepts Access Class Roster as Catalog Builder Access Class Rosters through Instructor s Desk Print Sign-In Sheet Enroll/Register Learners Manually before Delivery Enroll/Register Learners Manually after Delivery Enroll/Register Learners by UPIs or s List (through a CSV File) Cancel Learners Individually Cancel Multiple Learners Waitlist Learners Move Learner from Waitlist to Register Mark Successful Completion Individually Mark Successful Completion to All Learners Registered in a Class Apply No-Show & Cancelation Fees Cancel Learners without Late Cancelation or No-Show Fee Send Customize Notifications Cancel Class Mark Class as Delivered Running Reports Key Concepts Access Reporting Functionalities /74

3 Run Roster Report Searching Courses & Classes Search for a Course Set Course Searching Options Search for a Class Set Class Searching Options FAQs Can I change the information inherited by the lower levels, for example information from a Course inherited by a Class? What happens if I create a Class and then change something at the course level? Will the change be reflected in the class that was previously created? How does pricing work in OLC? When can I add a learner to the roster? When can I add a walk-in learner to the roster? Who can access the class roster? How can I duplicate Courses to create BBL series or Learning Weeks? How can I add WebEx or Webinar links to a Class? Is there a way to have a WebEx link or information on the course confirmation ? How can I avoid the Duplicated Values Error? How can I avoid the Invalid Delivery Type Error? Can only WB staff be listed as instructors? How can I generate Roster Reports? System won t allow me to change the date/time of a class, how can I do it? Which are the steps for reversing chargebacks? How do I change a session schedule? Once changes are updated in the OLC LMS like course description and image, how long it would take to reflect in the OLC portal? Can I have the feed timings? How to convert the image size to 640 x 360? Once the participant status is marked, how long it will take to reflect the cost to the budget? What is the influence of the Registration and Completion Status in people s records and CVs? How to run the report Participant details of selected Face to Face Classes /74

4 1. Creating & Configuring Courses Key Concepts Learning Activity in Topclass = Course in OLC CBs should create one course per delivery type otherwise it is not properly migrated to the OLC Portal. Multiple classes can be set up for a course and delivery type Configuration at a course level affects its delivery type and classes To publish a learning activity in the OLC you should enter a title, image and description as part of the course creation task. It is highly important to support learners decision to attend your learning activity by providing brief and relevant information: o A short title and a representative image can differentiate your course in glimpse from others o A brief description should include general objectives and contents as well as expected tasks to be delivered. (maximum 950 characters) Course: It is the highest level in the configuration hierarchy. It represents a learning subject that can be delivered in multiple delivery types. A course works as a template for creating classes. All information in the template acts as a placeholder and becomes the basis for creating classes. (See diagram below for examples). Delivery Type: Delivery type represents the different ways in which a course can be delivered. For example, a course can be taught as a face-to-face session or as a self-paced e-learning course. Class: The class is the actual service/product that learners register for. When you create a class for a course, you specify which delivery type it will use. The class then inherits information defined at the course and delivery type levels. For example, if most of your face-to-face classes for a particular course are 2 hours in duration, specifying this duration at the delivery type level saves you the step of having to fill in this information each time you create another class of it. 4/74

5 Workflow Create/Define Course Related Info Tab: - Add Attatchments - Add Categories - Add Keywords Policies Tab: Setup Required Approval to Register Delivery Types Tab: - Setup Delivery Type Info Tab - Add Certificate Access Learning Home (ADMIN) LMS Testing environment & OLC testing environment Note: You will have access to the testing environment for training purposes and after training to keep practicing, especially when you want to try new features and before enter learning activities in the OLC live. LMS Production environment & OLC Live Note: You must complete the OLC Catalog Builder Training to have access to the production environment. Click Admin tab in the main navigation bar of the LMS. The Admin Homepage displays. Note: You must have Administrator Role. If you do, the ADMIN tab displays. In Admin Homepage, click Learning Admin link. The Learning Home page with the Top Learning Activities page displays. Creating a Course In the Learning Home, click New Catalog Item, link below Manage Learning Catalog. 5/74

6 In the next page, click New Course link below Advanced... Add Course Image: Course Image: Click Browse, select and Open the image desired. The image should be 640 x 360 size, in jpg or png formats. Note: You must upload an image that you want to associate with your course. When learners browse the OLC catalog and they come across your course they will see that image. If you do not select an image then the system will default to a generic image. Enter Course Details: Title: Enter the title of your course. Course ID: Unique number that auto-generated. Note: The Course ID is automatically generated when you create a course. If you are versioning a course to quickly create other courses, you must be sure to modify the course ID by adding a suffix for example to avoid duplication. This would indicate the version of the course in the version field and would ensure they remain unique. Version: Number not modifiable after you save the course. It is recommended that you use the default value, 1.0, unless you have your own versioning convention. Domain: Domain is auto-populated with Staff, leave it as default. Note: This controls which learners can access the course. In most cases it will be staff or external learners. For staff learning courses, you should leave the domain as Staff (the default value) so that only staff are able to 6/74

7 see the course. The World domain is reserved for client (i.e., external) courses which should only be created by the OLC team. Target Audience: Refers to a brief description of the audience the course is intended for (e.g. term staff and consultant.) Description: Enter the description of your course; a meaningful (for a learner) description of the course, including the course learning objectives. Note: Only 950 characters will be displayed in OLC Catalog. The migration from the LMS to the OLC Portal only takes these amount of characters. If CBs enter more than this, the text will be cut off. Create Group: Select this checkbox if you want to have a social group for learners (with forums and options to share resources). Then, it will be created automatically and learners will be added to the group when they enroll in a class for this course. Note: To have class-level groups as opposed to course-level ones, uncheck the box and check it at the class-level. (These groups are unrelated to Spark or the Connect school of the OLC.) The following fields of the Course Details section usually does not apply to the WBG learning offerings or we do recommend to leave them as default. In any case here is their explanation: Is Sensitive: Select this checkbox it if the course can be consumed by learners but the registration and completion of that course is not visible to people who are not qualified for viewing it. Note: This type of configuration should be coordinated in collaboration with the OLC team. Once configured, the attribute value cannot be modified later. Hide Score: Select this checkbox to hide the transcript score on course completion. Show Web 2.0 functions: Selected by default to show the Web 2.0 functions. Note: This will only work when the Web 2.0 functionality under the Catalog service is enabled. Hide Classmates: Check it if you want to hide the display of classmates to enrolled learners. Target Days: Days for learners to complete the course. 7/74

8 Select Expiration and Re-Acquisition: Select this option if the course must expire after a specified duration and learners need to take the course again before expiration to continue being certified. Note: This setting cannot be changed once the course is saved. Enter Pricing Information: Currency: US Dollars is set by default. Price: It refers to the overall cost of the course. Separate pricing for IFC, MIGA can be set in Policies at a course level, along with late or no-show fees in Drop Policies at a class level. Note: If you specify a price at the course level, it is inherited by classes for the course. However, you can override this price for different delivery types as well as audience types at a lower levels of configuration (Delivery Type and Class Configuration levels). Multi-Currency Pricing: Select the checkbox This Course is available in all the active currencies in the system. Note: Even if your course has no price, it is recommended to set it in this manner in case your course has a price in the future and the exchange rates are defined in the system. Enter Availability Information: Available From: The current date is auto-populated with the creation date, you can change it by clicking in the calendar icon. Note: If your training has already been provided, you need to change to a date in the past accordingly. Discontinued From: The date when the course is discontinued. Note: We recommend to leave this field empty, otherwise this can prevent the creation and management of classes after this date. Display for Call Center & Display for Learner: By checking these options, you enable the visibility and access to the course to call center (not yet in use) and learners. Checking these options will populate your course to the OLC Portal and make it available to learners. Leave them unchecked if you are not ready to make the course accessible or if you want to send the enrollment link to a selected group. 8/74

9 Consumable only within Certification/Curriculum: Unchecked by default as most of the WBG learning offerings are not part of a Curriculum or Certification. Featured: This functionality is not relevant in the LMS since we have the WBG Learning Catalog in the OLC Portal with customized searching filters (see the Add Categories.) It is recommended to leave this box unchecked, as it is by default. Enter Registration Information: Min Count: The minimum number of students required to deliver a F2F class of the course. Max Count: The maximum number of students that can register for a F2F class of the course. Waitlist Max: The maximum number of students that can be on the waiting list for a F2F class of the course. Vendor & Customer Service Representative: These fields are not relevant for the OLC, so you can skip it. Learning Request Manager: This determines who can receive a learning request of the course. It should be a Catalog Builder. Note: In a learning request, a learner can ask for a new class or schedule for the course. This request could be because there are no classes currently scheduled for the course or the ones that are available do not fit their schedule. Enter Required Information of WBG/OLC courses: In the Other information section, enter the required information of WBG/OLC courses. These are the required fields to enter: VPU/SLC: Refers to the delivering VPU/SLC for the course. Unit: Relates to the delivering unit for the course. SAP Code 1: Relates to the charge code used by the delivering VPU/Unit. In most cases, money charged for a course, a late cancelation or no-show fee is received into this code from the participant unit s budget code. Note: codes are organized in order of creation, not numerically. If the code you are trying to use does not exist, please write to olcsupport@worldbank.org. Cost Percentage (%) 1: Cost Percentage refers to the split of the money received between SAP 1, SAP 2, and SAP 3. In most cases, 100% would go to SAP Code 1, which is the default. Co-Sponsor Unit: Co-sponsor refers to an additional sponsoring partner on a learning program. For reporting purposes, equal credit is given to the delivering VPU and the co-sponsor VPUs please make sure to enter co-sponsor 1 if applicable. Choose N/A from the list if your course does not have a co-sponsor. SAP Code 2: Refers to Co-sponsor Unite above. Cost Percentage (%) 2: Refers to Co-sponsor Unite above. Co-Sponsor Unit 2: Co-sponsor refers to an additional sponsoring partner on a learning program. For reporting purposes, equal credit is given to the delivering VPU and the co-sponsor VPUs 9/74

10 please make sure to enter co-sponsor 1 if applicable. Choose N/A from the list if your course does not have a co-sponsor. SAP Code 3: Refers to Co-sponsor Unite 2. Cost Percentage (%) 3: Refers to Co-sponsor Unite 2. Organization: Relates to the delivering unit for the course. Theme: Describes the general subject of learning e.g.: Operational Learning, Professional & Technical, IFC, and Management Learning. Select as appropriate. Contact Person Name: Enter the name of the person who should be contacted with courserelated questions before, during and after the training. Note: the name entered will appear in the OLC Portal. In most cases, this will be the Class Administrator but you can also add yourself as Catalog Builder or other CB, Instructor or Contact Person. Contact Person Enter of the Contact Person enter in the previous field. Scroll down and click the Save button. Note: The name of your course and Additional tabs will display at the top. A course deeplink is also generated only after the course is saved, scroll down to see it. 10/74

11 Configuring a Course Add Owner(s) Note: Adding Owner has an administrative function, it is used to easily search for all the courses that a Catalog Builder owns. In the Main tab at the top menu of the Course Details page, click Add Owner. In the new window, you can enter the nine digits UPI number of the person you want to add as owner and click Search. Check the box of the person listed and click Select. Then you will see the person added as Owner in the Course page details. 11/74

12 Add Attachments Click Related Info tab in the top menu of the Course Details page. Click Add Attachment. In the new window, enter the Attachment Name. In Type of attachment you can choose either URL or File. Depending on your choice you then should enter the URL or Browse to look for the file to be uploaded. In Category select the most appropriate for your attachment. Click Save. Add Topical and Business Taxonomy In the Related Info tab of the Course Details identify the Category section. 12/74

13 Click Add Category. In the new window, enter Topics or Business Functions in Category Name field, e.g. Learning and click Search. The system will direct you to the categories with the word Learning. Check the box(es) of the Topics and Business Functions desired, e.g. Business Functions > Learning Design. Click Select & Close to finish. Note: The category section includes topics from the Business and Topical taxonomies within the WBG, as well as Regions. A category is a search filter for learners in the OLC Catalog. You can add as many categories as you wish. Add Region(s) Repeat the same process of Adding Topical and Business Taxonomy to add Regions. In the Related Info tab of the Course Details identify the Category section. Click Add Category. Enter Region in Category Name and click Search. The system will direct you to the categories with the word Region. Check the box of region(s) as appropriate. Click Select & Close to finish. 13/74

14 Add Keywords Scroll down in the Related Info tab until you find Keywords. Click Add Keywords. They are useful in helping learners find the course in a search, in addition to filtering by delivery type, location, name, and topical and business taxonomy. In the new window, enter the desired keywords in the field Name and click Search. Note: To minimize duplications, you should search through the existing keywords before creating a new one. If your keyword is in the system check the box next to it, otherwise click Create Keywords to add a new one. Add Prerequisites Scroll down in the Related Info tab until you find Catalog Prerequisites. Click Add Prerequisites. In the new window, you have the option to search for courses that can be added as prerequisites, enter the Course ID or Title and click Search, and the options will be listed. Notice that you can select either Required or Recommended prerequisite. If you add a course as a required prerequisite the learner must complete that course prior to registering for the current course you are configuring. With a recommended prerequisite, the learner would not have to complete the course prior to registering for your course. 14/74

15 Add Equivalents 1. Scroll down in the Related Info tab until you find Equivalents. 2. Click Add Equivalents. An equivalent can be either standalone or it can be grouped, and this allows for some flexibility. When added as standalone equivalents, if the learner completes either one of the courses you check as equivalents, or the current course, then it will satisfy the credit for this course. For example, if the course is part of a certification. 3. In the new window open, enter Course ID or Title and click Search. Then, check the box on the left of the desired courses and click Add These Equivalents. Now they have been added as standalone equivalents. 4. If you group the equivalents together by checking the boxes next to ones that you want to group and then clicking the Group button. The learner will have to complete the equivalents grouped to satisfy the credit for this course. If you wanted the learner to either complete an advanced 15/74

16 course, or maybe two or three beginner courses, this is a great application of equivalents that you can use. Add Price List Click Policies tab in the top menu of the Course Details. Click Add Price List In the new window open click Search to see the options to create a Price List, check the box besides the desired audience type, enter the price as appropriate and click Save and Close. 16/74

17 Setup Manager Approval to Register Click Policies tab in the top menu of the Course Details. Approval Required to Register dictates if the classes for your course will require manager approval for registration. If you select Approval Not Required to Register, the classes for this course will not require approval for registration. This configuration can be changed at a Class level for specific classes, but if you select the option Do not Override Domain setting you will not be able to change this policy at a class level. 17/74

18 If you select Approval Required to Register, the classes for this course will require manager approval for registration as indicates the Approval Flow. The manager of the learner will have to approve his/her registration. Setup Approvals to Register You can set a specific individuals as approvers to register. Click the arrow next to Manager and select Remove This Approver from the dropdown menu. Click the arrow next to Start and select Add Sequential Approver. 18/74

19 In the new window open, select Specific Individual, enter the name or nine digits UPI number of the individual and Select the person. You should be able to see an Approval Flow as in the image below. Notice that you can also add Sequential, Alternate and Parallel Approvers. 19/74

20 Setup Delivery Type Click Delivery Types tab in the top menu of the Course Details and click Add Delivery Type. In the new window you will see a list with all of the delivery types supported in the OLC. Select the most appropriate for your learning event (see Description of Delivery Types). Once selected, click Next. A new window to enter details of the Delivery Type will be open. The red fields are mandatory, the Title and Domain are inherited. Enter the ID, you can copy the course ID and add something related to the Delivery Type Duration you can leave 00:00 by default or add the hours required. Scroll down and click the Finish button. 20/74

21 Note: Once added a delivery type, it will be available for creating new Class instances, otherwise you cannot create a class. Description of Delivery Types BBL: A Brown Bag Lunch or BBL is an informal opportunity for staff to learn at work. It generally consists of a facilitator and/or expert leading a guided discussion around a specific topic or theme. It is a form of knowledge-sharing, where participation is voluntary and is not made part of a participant s formal learning record. F2F: Face-to-face is the traditional model of learning, where participants enroll to attend a structured learning event, led by a facilitator and/or expert, at a given time, date and location for which they receive formal credit in their learning record. F2F & Virtual: Building on the F2F model, this delivery type includes a webinar option for participants who are unable to be physically present in the classroom. Facilitated: This online delivery type is characterized by scheduled activities and sessions guided and facilitated by a subject-matter expert who leads and responds to the participants throughout the learning experience. On-the-job: The learner is paired with or mentored by an expert to learn a specific set of skills related to their everyday work. The expert then evaluates or assesses the learner s proficiency in the task to assign credit for the experience. Self-Paced: Online learning, typically through a module or modules, where the learner is able to learn independently and at their own pace. Virtual BBL: A BBL delivery through a synchronous learning tool like WebEx or Adobe Connect. Participants join at a scheduled time and date through their computer. Virtual F2F: A F2F delivery through a synchronous learning tool like WebEx or Adobe Connect. Participants join at scheduled time(s) and date(s) through their computer. Virtual Classroom: This delivery type is similar to Virtual F2F, but is specific to the integrated synchronous learning tool in Saba. We have not implemented that as part of our solution, so this delivery type can be disregarded. 2. Creating & Configuring Classes Key Concepts A class can just be configured for a course with a delivery type already created in OLC 21/74

22 CBs must assign Class Administrators to the specific Classes they should manage rosters, otherwise CAs will not be able to access those rosters. Creating a Class include the following tasks among other: o Specify session(s) date and time o Limit maximum and minimum number of participants o Assign instructors, class administrators and rooms Class: The class is the actual service/product that learners register for. When you create a class for a course, you specify which delivery type it will use. The class then inherits information defined at the course and delivery type levels. Workflow Create/Define Class Activities Tab Assign Resources: Class Administrators & Rooms Related Info Tab Add Attachtments Policies Tab Setup No-Show or Cancelation Fees Notifications Tab Setup Notifications Creating a Class In the Learning Home page click New Class. In the Based on Course field, click the Pick icon. 22/74

23 Enter the title of your course, click Search and Select it. In the Delivery Type drop-down list, select the appropriate delivery type. Note: You can only create classes for delivery types that have specifically been defined for the course. Click Next. Enter Class Details Title: Inherited from the course. Course ID: Inherited from the course. Class ID: Auto-generated. Description: You can enter a further description taking into account the Course Description that is inherited to avoid repetitions. Domain: It controls which learners can access the class. It is already populated with information inherited from the course. Otherwise use the Pick icon to select another domain. Create group for class: Check the box to have a social group created automatically for the class and learners will be added to the group when they enroll into this specific class. Note: If the option is not selectable, then it means the option was already checked at the course-level and therefore all students will be added to one course-level group, regardless of which class they enrolled in. 23/74

24 Start Date: Click the Calendar icon and select date. Select Create New Session Template. In the new window, add Start Date using the Calendar icon and click Add New Session Template. Note: you can add as many sessions as needed. In the new pop-up window, enter a Start Date, Start Time and End Time in the recommended format. Repeat the action to add all sessions as needed. Once you finish adding sessions click Save and Close. 24/74

25 Notice that your session template has been created with a title associated to the sessions added. Click Finish. Duration time: It is populated after configuring the session template for the class. Location: Washington, DC is set as default. Note: you can use the Pick icon to search and select the location where the class will take place. Facility: Skip Facility as we will not being using it, to add rooms consult the topic Assign Rooms, functionality in Activities Tab > Add Resources. Language: Enter English. Note: you can use the Pick icon to search another language, if you do not find the language you are looking for, go to the configuration page of your course and add languages. 25/74

26 Base price: Inherited from Course but you can override this setting at a class level. Currency: US Dollars is already populated. Use the Pick icon to select another currency of the price of the class. Class Price: Enter the price of the class (per learner). Check the box This Class is available in all the active currencies in the system. In case there are future updates. Min. Count: Enter the minimum count of participants to deliver the learning activity. Note: This number is for information only. The class will not be automatically canceled if the minimum count is not met. Max. Count: Enter the maximum count of participants of your learning activity. Note: Once the maximum count is met, any registrations are automatically added to the waitlist. Max. In Waitlist: Enter the maximum amount of participant in your waiting list. Vendor & Customer Service Representative: This fields are not relevant for the OLC, so you can skip them. Allow Drop: Select Yes if this class can be dropped at any time after registration or, select No if this class cannot be dropped on and after date and enter the date from which the learner is not permitted to drop the class. 26/74

27 Display for Call Center: This is not relevant for the OLC, so you can leave it unchecked. Display for Learner: If you check it, the course will be visible to learners for registration from the OLC Catalog. If it is unchecked it will prevent the course from displaying but you can still enroll learners manually or send the registration link to pre-selected group of candidates. Open Enrollment Date: Click the Pick icon and select the date when open enrollment begins. As of the open enrollment date, any learner of the appropriate audience type can register for the class. Open Enrollment for all Audience Types Date: Click the Pick icon and select the date when open enrollment for all begins. As of the open enrollment for all date, any learner can register for the class, regardless of Audience Type. Enrollment Closes Before: Click the Pick icon and select the date enrollment stops. As of the close enrollment date, no new registrations are allowed. Class Reminder before Start Date (days): Enter the number of days prior to the start date when you want to send a notification reminding students about the class. Class Completion Reminder after End Date (days): Enter the number of days after the class is complete that you want to send a reminder. Requires Evaluation: This determines if you want learners to receive an evaluation or not. Note: For a class to be evaluated, you would need to enter it in the system 5 days before the class end date and select Yes. As soon as the class ends, you mark attendance. The evaluation will go out the next day. Five days later a first reminder goes out and 10 days later a second reminder goes out. The evaluation closes 14 days after the class end date and the Class Contact Person entered in OLC will receive the evaluation report. 27/74

28 MTM Evaluation Name: You can select one of the 5 evaluations listed, for example WBG Staff Learning Evaluation Regular F2F. Activity Type: Refers to the categorization of learning activities that occurs in the World Bank (e.g. online module, BBL etc.) If you do not want your course to be reported on staff Bank CVs, choose BBL or Retreat. Note: The drop down menu includes values used in reporting. Answer NO to the question Do you want to save this session template for future usage? Generate Registration Links Once you enter class details and click the Saved button, the class name and Additional configuration tabs will be displayed at the top, and the deeplinks for registration will be also generated. You can send the Course Deeplink URL with all classes available for that course, the Class deeplink URL with the enrollment button for that specific class, or the Registration Deeplink URL. Notes: (1) as soon as a person clicks on the Registration Deeplink URL he/she will be enrolled. It is recommended to use the Class deeplink URL to allow learners see the details of the class before they click the enrollment button. (2) Course Deeplink URL, Class deeplink URL & Registration Deeplink URL have two optional links to be used, the second link of each type will include the Course ID or Class ID at the end of the link, so you can choose if you want to share or not this administrative information in the link. 28/74

29 Configuring a Class Assign Class Administrators or Instructors Click Activities tab in the top menu of the Class Details. Scroll down to Resources, where you can add persons and rooms. Click Add Resource. In the new window, select Person in the Resource Type field. In Purpose, select Class Administrator or Instructor. Click Next. 29/74

30 In the new set of fields, it defaults the location to the same location of the class and it also defaults available resources in that location. The example below shows how when you click Search you will see the list of available Class Administrators in Washington, DC. Then you can select one of them and click Next. Click Done to finish. Note: If the resource has conflict of schedule the system will announce it, but you can still ignore it to continue. 30/74

31 Assign Rooms Click Activities tab in the top menu of the Class Details. Scroll down to Resources, where you can add persons and rooms. Click Add Resource. In the new window, select Room in the Resource Type field. In Purpose, select Primary Classroom. Click Next. In the new set of fields, it defaults the Location to the same location of the class and the Capacity from the Maximum Count of learners allowed to enroll. Note: The available resources listed after clicking Search will be based on this information. Enter the Resource Name as in the example below and click Search to see the list of available rooms in your location with capacity to seat the maximum count of learners of your class. Select as appropriate and click Next. 31/74

32 Click Done to finish. Note: If the resource has conflict of schedule the system will announce it, but you can still ignore it to continue. Add Attachment(s) Attachments: URLs or files that are viewable to the learner before they register in the class, it can be a bio, pre-course materials, WebEx, outline, syllabus, etc. Note: You may want to present it as part of the class information before registration. Click Related Info tab in the top menu of the Class Details. Click on Add Attachment. 32/74

33 In the new window open, enter the Attachment Name. If the Type is URL, enter the URL desired in front of it. If the Type is File, click Browse to look for your file and open it. In the Category field select the type of content. Click Save. Now you should see it listed in the Attachments. Note: Here you can also see if there are attachments that were added at a course level, you can click on any attachment to preview the object(s). In the same manner, if there were any delivery type specific attachment, it would also appear under the delivery type attachments. Setup No-Shows or Cancelation Fees Click Policies tab in the top menu of the Class Details. Note: In the Policies tab you can override rules that have been setup at a course level. For example, if there is a rule set up at a course level to not have manager approval required for registering, you can view and change that option here. Click Add Drop Policies and a new window will be opened. 33/74

34 Select Charge Type: If you select Percentage the figure you enter relates to the course price. In this example, as the course does not have price we will Select Flat Rate. Then we enter 50 US Dollars in Drop Charge and 2 in Day(s) before event starts to begin charging the fee 2 days before the start date of the learning activity. The fee will be automatically charged when a learner cancels their registration or, when a Catalog Builder or Class Administrator cancels a learner registration, as long as this action is taken from 2 days before the event starts. To finish click Save. To enter a different fee after the start day of the event. Repeat the process configuring with different values: Click Add Drop Policies, select Flat Rate, in this example we enter 100 US Dollars in Drop Charge and 0 in Day(s) before event starts. 34/74

35 To extend the period in which a Catalog Builder or Class Administrator can mark no-show or cancel a registration with a fee, we repeat the process configuring different values: Click Add Drop Policies, select Flat Rate, enter 100 US Dollars in Drop Charge and -30 in Day(s) before event starts. In this way the CB and CA will have 30 days after the start day of the event to mark no-shows and/or cancel registrations with a fee. Notice that all the Drop Policies configured will be listed in the Policies configuration page of your class. Setup Automatic Notifications Click Notifications tab in the top menu of the Class Details. Review the Notifications List and configure some automatic notifications for learners in the course. Scroll down and click Save to finish. 35/74

36 3. Managing Rosters Key Concepts If a seat becomes available the first learner in the waitlist is automatically offered the seat. The waitlist can be prioritized by CB and CA. Marking successful completion triggers the migration of information to learners CV and evaluations are sent. Marking attendance is optional, completion is mandatory. No-Shows or Late Cancelations Fees will be charged automatically when CBs or CAs mark Now- Shows or Cancelations within the timeframe set in the Drop Policies. When learners do not attend a learning activity and the Registration Status is not marked as Cancelled or No Show, their records will remain In Progress as long as their Registration Status is not updated. It is recommended to update their Registration Status to Cancelled or No Show rather than leave the Completion Status as Not Evaluated or mark it as Unsuccessful. If it is marked as Unsuccessful, it will be shown in learner s records as so and highlighted in red. Learners can be added to a roster before or after the class start date, but not after marking a class as delivered or canceled. Canceling or marking a class as delivered closes the rosters so further updates cannot be done after it. This cannot be reverted. Workflow Before Delivery Enroll Learners Cancel Registrations Waitlist Learners Workflow After Delivery Mark Completion Apply No-Show & Cancelation Fees Mark Class as Delivered Access Class Roster as Catalog Builder Click the Admin tab in the main navigation bar. 36/74

37 In the Admin Homepage displays, click Learning Admin link. Click the Learning Admin link. The Learning Home page with the Top Learning Activities page displays. Click Manage Classes. The Classes configuration page displays. First, enter F2F in the Delivery field. Then, enter the name of your course in the Title field and click Search. Note: If you do not specify the delivery type and only enter the title, the Roster link will not be available in your search. In that case, you will need to click on the class title, scroll to the bottom of the class configuration page, and click the Roster button. Click the Roster link. Note: You can also open the roster from the Instructor s Desk if you are assigned as the class administrator. 37/74

38 Access Class Rosters through Instructor s Desk Click the Admin tab in the main navigation bar, then click Instructor tab. In the Instructor s Desk, under Upcoming Sessions you will have listed the classes to be delivered and under Action Required, you will have delivered classes. E.g. the image below was grabbed on March 13, Note: As long as you have been added as Class Administrator or Instructor to the classes you want to manage rosters in the Instructor Desk, you will be able to see those classes listed here. To access the Rosters of the desired Class click the Title link of the Class desired. Note: Do not click on Mark delivered next to the Classes under Action Required before you perform all the tasks you need, such as registering learners or marking successful completion. Once you mark a Class as delivered you are not able to perform any of these activities anymore. Print Sign-In Sheet You can print a sign-in sheet just before the delivery of a Class: In the Class Roster click the Printer icon. 38/74

39 The Sign-In list will display, click the Printer icon again. Enroll/Register Learners Manually before Delivery In the Instructor s Desk scroll down to the Action Required section and select the Class delivered. Click the +Add Learners icon on the right. The Add Learners page displays. Search for the desired learner(s) by entering their name information or their nine digits UPI number in the Search for people field. Note: For additional filters click the Show filters button, enter the desired information and click the Apply filters button. Click Select next to each of the desired learners. The learners are added to the Selected People window on the right. Click the Add button when all the desired learners have been selected and they will be registered. 39/74

40 Enroll/Register Learners Manually after Delivery If the class was already delivered the system will send an alert when you click Add learners, the class is not open for enrollment but you can still enroll learners by clicking Continue and they will be registered. Enroll/Register Learners by UPIs or s List (through a CSV File) Create the CSV file: 1. In an Excel Doc, Column A, enter all nine digits UPI numbers or s of learners you wish to enroll (one per row); 2. Format the cells as Text, rather than Numbers, by doing so, the preceding zeros will not be removed, for this click the right mouse button at the top of Colum A, select Format Cells, select Text and click OK. 3. Save your doc as CSV (comma delimited) (*csv) file. Note: The full nine digits UPI number of the learners, including zeros on the left, must be entered in the import file, otherwise the LMS will not recognize them as active users; In the Roster, click +Add Learners icon. 40/74

41 The Add Learners page displays. Select Upload CSV file. Click Browse, search and select your CSV file. Click Add and the learners will be added. Cancel Learners Individually Check the box next to the learner to be cancelled in the roster list. In the Registration Status column, click the status link of the learner. In the new window, select one of the drop options from the Update Status field. Enter a reason in the Reason field. Click Save and the learner will be removed from the roster. 41/74

42 Cancel Multiple Learners Check the box next to the learners to be cancelled in the roster list. Click the Registration icon from the menu at the top of the roster list. In the new window, notice in the text at the top the number of learners selected. Select one of the drop options from the Update Status field. Enter a reason in the Reason field. Click Save and the learners will be removed from the roster. Waitlist Learners Check the box next to the learner to be waitlisted. 42/74

43 In the Registration Status column, click the status link of the learner. In the new window, select one of the waitlist options from the Update Status field. Note: if you select Move to the Waitlist with the priority, you should enter the priority number desired. Enter a reason in the Reason field and click Save. Move Learner from Waitlist to Register You can move learners from waitlist to register independently of his/her priority number and even if you do not have seats available: Check the box next to the learner waitlisted to be registered. In the Registration Status column, click the status link of the learner. In the new window, select one of the Move into Class options from the Update Status field. Enter a reason in the Reason field and click Save. 43/74

44 Mark Successful Completion Individually Check the box next to the registered learner. In the Completion Status column, select Successful from the drop menu. Scroll down and click Save. Mark Successful Completion to All Learners Registered in a Class Click Advanced Edit. In the new page click Results in the tabs below the Class Information. In the Status field, select Successful from the drop menu and click Apply to All next to it. Click Save at the bottom. 44/74

45 Apply No-Show & Cancelation Fees To apply no-show or cancelation fees, you should cancel the registration status of learners during the timeframe configured to apply drop policy fees. For this check the box of the learner who cancel or did not attend the class. In the Registration Status column, click the status link of the learner. In the new window, select the appropriate drop or no-show option from the Update Status field. Notice that you also have the option to skip charge fees by selecting Drop this registration without Late Charge. Enter a reason in the Reason field and click Save. The learner will be removed from the roster and fees already configured will be automatically charged. 45/74

46 Cancel Learners without Late Cancelation or No-Show Fee If there are late cancelation fees configured for a Class, the system will trigger charges as appropriate when a cancelation takes place. You can always select Drop this registration without late charge from the drop options from the Update Status field. Send Customize Notifications Click the Envelop icon. In the new window, in the field To click Add to select the desired list. 46/74

47 In the Subject Keywords field you can select different keywords from the drop menu to retrieve information from the system and add it in Subject field. In the example below was selected and J B1-89 was added in the Subject field. The Message Keywords work in the same manner. Once you finish you message click Save. Cancel Class If you are absolutely sure you need to cancel a Class you can follow the steps below. Note: this change cannot be reverted once it is done, if the event is still happening you will need to create another class. In the section of the Class details at the top of the Roster, click on the link Open Normal of the Status field. 47/74

48 In the new window open, select the option Cancelled and Save. Mark Class as Delivered The final step you may want to take and only after you finish adding walk-ins and marking successful completions is to mark your Class as delivered. Note: Do not mark a class as delivered before you perform all the tasks you need. Once you perform this action you are not able to do any activity related with managing that roster. There are two ways to mark a Class as Delivered: 1. In the Instructor s Desk, under Action Required you will have listed all the delivered classes and next to them the Mark Delivered button. 48/74

49 2. In the Roster, you can click at the button Grant Credit and Mark Delivered, by doing so you not only mark your class as delivered but also you mark successful completion for all learners registered in that class. It is recommended to use this option once you have updated your roster based on your sign-in sheet. 4. Running Reports Key Concepts As CB or CA, you will be able to run general reports and special reports for certain components based on your role and level of access. Report Templates are already created in OLC for you to choose the one you need. Workflow Apply Search Filters Run Report Save Report Access Reporting Functionalities Click the Admin tab in the main navigation bar. The Admin Homepage displays. Note: You must have the proper security roles to complete these steps. Click the Analytics Admin link. The Report Home page displays. 49/74

50 Run Roster Report In Category select Staff Admin Reports from the drop down menu. Click on World Bank Group Roster Report. In the new window, click arrow to display search Filters. Enter the Class ID, click the search icon, and select the name of the Class displayed. The class ID will appear in Selection. Click Run or Save and Run as desired. Click Download to generate a CSV file. 50/74

51 5. Searching Courses & Classes Search for a Course Click ADMIN and Manage Learning Catalog. Use any of the searching fields to look for your course: enter the title of your course, the nine digits UPI number of the person who created it, the owner UPI number, the Course ID, etc. Then click Search and Advanced Edit in the Course found to see all the configuration tabs. Note: always use nine digits UPI numbers in the OLC, otherwise the system will not recognize the number. 51/74

52 Set Course Searching Options In ADMIN > Learning ADMIN > Manage Learning Catalog click Configure. In the new window open you can explore searching options and set your preferences. In the example below the Title field has been changed and Owner has been added. Now the search will look for Courses with title that do not start with (as default) but contain the words enter in this field. The Owner field was added and the UPI number enter in a search should be equal to the one saved in the system. See Add Owner(s). 52/74

53 Search for a Class Click ADMIN and Manage Classes. Use any of the searching fields to look for your class: enter the title of your class, the nine digits UPI number of the person who created it, the Course ID, the Class ID, etc. Then click Search and click the title of the desired class to see all the configuration tabs. Note: always use nine digits UPI numbers in the OLC, otherwise the system will not recognize the number. 53/74

54 Set Class Searching Options In ADMIN > Learning ADMIN > Manage Classes click Configure. In the new window open you can explore searching options and set your preferences, for example, in the image below the searching options have been changed in Title field. Now the search will look for Classes with title that do not start with (as default) but contain the words enter in this field. 54/74

55 6. FAQs Can I change the information inherited by the lower levels, for example information from a Course inherited by a Class? Most fields can be overwritten at the lower levels such as the Course Price and the Manager Approval Required Policy. However, that some information is unique to a level. For example, title, folder, keywords, prerequisites, and equivalents can only be defined at the course level. Such information is inherited by lower levels, but cannot be changed at the lower levels. What happens if I create a Class and then change something at the course level? Will the change be reflected in the class that was previously created? This depends. For items that can only be defined at the course level, you can change the information at any time at the course level and all associated classes will reflect the change. This includes the classes that were created before the change was made to the course. For example, if you change the course title at any time, all associated classes will reflect the change anywhere in the system including search, enrollments and transcripts. For items that can be overwritten at the class level (such as attached content, duration or price) any changes made at the course level after a class is created will not carry over to the class. Only classes created after the change was made at the course level will reflect the change. 55/74

56 How does pricing work in OLC? When you create a course, you can specify a price for the course. This price gets automatically added to the master price list. If you specify a price at the course level, it is inherited by classes for the course. However, you can override this price for different delivery types as well as audience types at lower levels of configuration (Delivery Type and Class Configuration levels). No-Show and Cancelation Fees are setup at a Class configuration level. When can I add a learner to the roster? You can add a learner to a class roster before or after the class has occurred but before you mark the class as delivered. When can I add a walk-in learner to the roster? On some occasions, learners can attend a class and are not on the class roster. These learners are referred to as walk-ins and their successful completion must be marked. These learners can be handled in two ways by adding the learner to the roster. If you add the learner to the roster, he/she can receive his/her certificate, updates, notifications, or evaluations connected with the class. Who can access the class roster? The class roster can be accessed from two places in the user interface: 1. Learning Administration Catalog Builders 2. Instructor s Desk Class Administrators Thus, both Catalog Builders & Catalog Administrators can access and manage class rosters. How can I duplicate Courses to create BBL series or Learning Weeks? To generate several courses based on one template course you can use the versioning functionality, please follow these steps: Create one course with all the relevant fields filled to be duplicated with the versioning tool. You can include a generic title such as T&I Knowledge & Learning Week:, so that the duplicated courses are customized for each learning event in the second part of the title. Note: Be aware that the description of the course should also be generic because it will be published for all the learning events part of the series or learning week. Please do not forget to add categories and keywords to make work the search engine in the OLC Portal. Once created, in the Main Tab, scroll down and click Create New Version. In the new window opened: o Enter a New Version Number (you can create your own conventions to version your courses.) o In the New Version Available From field, select date with the Calendar icon. o Check the option Do not replace the old version of the course with the new version. 56/74

57 o The system will ask you to input a reason, you can either write to create a series of BBLs or a Learning Week based on a template course. Once you have created the new version, it is very important to change the Course ID for reporting purposes. So, look for the new course created though Manage Learning Catalog, you will recognized which is the new course even when there will two courses with the same title by the Version Number. Click Advanced Edit for the new course, and change the Title and the Course ID. Notice that if you do not do these two changes, the new course will not be migrated and publish in the OLC Portal. How can I add WebEx or Webinar links to a Class? You can add URLs as an attachment of your class. You can also add it in the description of your Course or Class, just be aware that the Class description will be displayed just in the LMS while the course description is displayed in both OLC Portal and LMS. The HTML code to add an active link: <div> <p> Please click on <a href=" link</a> to launch the WebEx session. </p> </div> Is there a way to have a WebEx link or information on the course confirmation ? 57/74

58 No but CBs have the option to send customize notifications from the roster to the list Confirmed learners registered to the offering who are not pending approval or waitlisted. So they can include the link in a quick customized notification from the system or just take the list of s to send the information from their own . How can I avoid the Duplicated Values Error? When you are creating courses, if you click twice the Save button because it seems that nothing is happening in the back end, you send twice the information to create the course, then the system generates this error: Please click always just one time the Save button and wait for the system to create your course. The page will be refreshed and all the configuration tabs will appeared. If you get this error, it also means that you have already created the course, so you do not need to create it again but just look for it through Manage Learning Catalog. How can I avoid the Invalid Delivery Type Error? The system does not allow to create classes before the Available From date entered or after the Discontinued From entered for the course and delivery type. So you should always check these dates if you get this error. The Discontinued From date is not a mandatory field and it is recommended not to fill this information; to close the enrollment you have the option to enter a date at a Class level. E.g. for the course Trust Funds for RM (Mini Academy), had a date in the field Discontinued From with the intention to close the enrollment the day of the delivery, as this is not the functionality that should be used for this, the system generated the error when the class was about to be created, because the course is not available anymore to create classes for that date. So we had to clear the information to add a class, following these steps: 1. Enter to your Course page > Main tab, scroll down until you find the Availability Information section: 58/74

59 2. Clear the field Discontinued From by clicking in the calendar icon, then click on Clear and Save. 3. Then go to the Delivery Types tab, click on Delivery Mode Details: F2F as in the image below. The F2F Delivery Mode Details page will be opened. 4. Scroll down and do the same as in the course page. Clear the Discontinued From field. 59/74

60 Can only WB staff be listed as instructors? On the OLC, can only WB staff be listed as instructors? Or, could we add an outside instructor s name to course that we have in the OLC? Yes, outside instructors may be added to a class as instructor, but they must have an account in OLC. In most cases, they are listed as Subject Matter Expert, but if need be, we could make them Instructor so they would appear in evaluations as such. Make sure to clear out Location as externals most likely won t be tagged to Washington, DC How can I generate Roster Reports? Enter to the OLC LMS: 60/74

61 In the new window open: 61/74

62 System won t allow me to change the date/time of a class, how can I do it? One of the trickier exercises in Saba is changing a date/time. If there were any restrictions placed on the class, the CB will receive an error that will not allow them to continue. Most of the time, this can be remedied by carefully reviewing the Class information from the main tab under the Availability Information section. If you clear out these restrictions, then Saba will allow changing of the date/time. See How Do I Change a Session Schedule? Which are the steps for reversing chargebacks? Go to You will need the Catalog Builder profile to perform these steps. Search for ssafe. Each class and participant will need to be done individually. Find a class between July and December of /74

63 From the Main menu of the class, scroll to the bottom and click the Roster button. Click on an Order no next to a participant who has the status Successful. 63/74

64 Click Adjust All Prices. 64/74

65 Select Reduce Item Price, enter the amount and a Note. 65/74

66 66/74

67 Making changes to the date/time also requires some understanding of session templates. How do I change a session schedule? Go to the configuration page of your class. 1. Click on the pencil icon of the session template: 2. In the new window open, if the session template title on top does not match the session(s) added in the list below Delete the session(s) 3. Then click Add Session 4. In the new window open add the information of your session in the required format and click Save. Close the window when you finish adding sessions. 67/74

68 5. You will see the correct information added, then click Next 6. In the new window, select Retain Resource Assignments and Ignore Conflicts, then click Save 7. Finally, click Save at the end of the Class configuration page. 68/74

69 Once changes are updated in the OLC LMS like course description and image, how long it would take to reflect in the OLC portal? Can I have the feed timings? Feed timings are 00:05, 7:00, 12:00, 16:00 DC time. Items will appear in the OLC Portal about an hour later than feed time in LMS as there is processing in between. Is there a way to have a formatted text on the Course Description? (Adding bullets and paragraphs) CBs can use HTML code to format text in LMS but this will not appear in the OLC Portal as Saba analytics is removing all formatting when the feed file is generated. This is Saba limitation. How to convert the image size to 640 x 360? CBs can use Adobe Photoshop or any other software to edit images as the free web-based app called ipiccy. Once the participant status is marked, how long it will take to reflect the cost to the budget? It should be reflected in approximately 2 days. What is the influence of the Registration and Completion Status in people s records and CVs? 69/74

70 If the Completion Status of a learner is marked as Successful, it will appear in his/her records in the LMS (see images Example 1). This information will be migrated to people s CVs unless the learning offering has been categorized as BBL or Retreat in the Activity Type field in the Class details page > Main tab. The training evaluation will also be sent to learners when they are marked as Successful. If the Registration Status of a learner changes from Registered to Cancelled, or No Show, the learning activity will disappear from his/her records (see images Example 2), and the Completion Status field will appear as Suspended. If the person did not attend the training and his/her Registration Status has not been marked as Cancelled or No Show, his/her records will reflect this as a training In Progress (see images Example 3), and it will be listed as so as long as you do not update his/her Registration Status. It is recommended to update the Registration Status to Cancelled or No Show rather than leave the Completion Status as Not Evaluated or mark it as Unsuccessful. If it is marked as Unsuccessful, it will be shown in people s records in the LMS (see image Example 4.) Roster of the Learners records shown below: Records Example 1: Learner who is Registered and marked as Successful. Records Example 2: Learner who's registration status in the OLC Catalog Builder is cancelled or no show, so it is not in the learner's records. 70/74

71 Records Example 3: Learner who is Registered and Not Evaluated. Records Example 4: Learner who is Registered and marked as Unsuccessful. 71/74

72 How to run the report Participant details of selected Face to Face Classes If you have the Class IDs and/or Course IDs desired to generate your report, please follow these steps in the indicated order: In the new window open: You can also use the Course ID filter, as we did in the Class ID filter for this example. Notice that Course Domain* has Staff selected by default, so you will only generate reports with Staff information. A pop window will notify that your reported is being downloaded: 72/74

73 Finally just click Download again. Then open or save the generated file. 73/74