Job Aid: Creating and Configuring Courses

Job Aid: Creating and Configuring Courses Contents Creating & Configuring Courses... 2 Key Concepts... 2 Access Learning Home (ADMIN)... 3 Creating a Course... 3 Add Course Image:... 4 Enter Course Details:... 4 Select Expiration and Re-Acquisition:... 6 Enter Pricing Information:... 6 Enter Availability Information:... 6 Enter Registration Information:... 7 Enter Required Information of WBG/OLC courses:... 7 Configuring a Course... 9 Add Owner(s)... 9 Add Attachments... 10 Add Topical and Business Taxonomy... 10 Add Region(s)... 11 Add Keywords... 12 Add Prerequisites... 12 Add Equivalents... 13 Add Price List... 14 Setup Manager Approval to Register... 15 Setup Approvals to Register... 16 Setup Delivery Type... 18 Description of Delivery Types... 19 1/19

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. 2/19

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 https://wbgtest.sabacloud.com/ & OLC testing environment https://olcuat.worldbank.org/. 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 https://wbg.sabacloud.com/ & OLC Live https://olc.worldbank.org. 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. 3/19

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 00015015-1 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 4/19

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. 5/19

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. 6/19

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 7/19

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 Email: Enter email 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. 8/19

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. 9/19

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. 10/19

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. 11/19

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. 12/19

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 13/19

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. 14/19

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. 15/19

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. 16/19

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. 17/19

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. 18/19

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. 19/19