cyber train 3.0: release guide · last updated: september 8, 2010 cyber train 3.0: release guide p...

Last Updated: September 8, 2010 Cyber Train 3.0: Release Guide P a g e | 1

CYBER TRAIN 3.0: RELEASE GUIDE SEPTEMBER 2010


TABLE OF CONTENTS

Update Process: IT Steps ............................................................................................................................... 4

Instructions ............................................................................................................................................... 4

Step 1: Preparing for version 3 ............................................................................................................. 4

Cyber Train Application Server .......................................................................................................................... 4

SQL Server .......................................................................................................................................................... 5

Step 2: Download Update files ............................................................................................................. 6

Step 3: Update Cyber Train Application ................................................................................................ 6

Step 4: Update Reports Folder .............................................................................................................. 7

Step 5: Update Report Writer ............................................................................................................... 7

Upgrade process: HR Steps ........................................................................................................................... 8

Required System Updates Based on New Features .................................................................................. 8

Home Page Settings .............................................................................................................................. 8

External Class Misc Fields ...................................................................................................................... 8

Group Security Settings......................................................................................................................... 8

Log In Message ...................................................................................................................................... 8

Class Status Codes ................................................................................................................................. 9

Company Eligibility for Classes .............................................................................................................. 9

Optional System Updates Based on New Features & Current Setup ..................................................... 11

Credential types .................................................................................................................................. 11

Requirement Priorities ........................................................................................................................ 11

Home Page Message ........................................................................................................................... 12

Student Instructions Messages ........................................................................................................... 12

Help Menu........................................................................................................................................... 12

Class List View ..................................................................................................................................... 12

Documented Release Notes ........................................................................................................................ 13

User Interface ......................................................................................................................................... 13

Functionality Enhancements................................................................................................................... 15

Administrative Views > Admin Pages ...................................................................................................... 16


Administrative Views > Student Pages ................................................................................................... 20

Administrative Views > Class Pages ........................................................................................................ 23

Administrative Views > Reports .............................................................................................................. 25

Home Page .............................................................................................................................................. 26

Messages ............................................................................................................................................. 26

Student View ....................................................................................................................................... 27

Manager view ..................................................................................................................................... 29

Instructor View .................................................................................................................................... 30

Calendar .............................................................................................................................................. 31

Preferences ......................................................................................................................................... 32


UPDATE PROCESS: IT STEPS

A User Name and Password are required to access the files used to apply the update. The first upgrade of the

software from version 2.5 to version 3.0 must be scheduled with Visibility Software prior applying the upgrade to

ensure proper support is available should it be needed. Please call Customer Care to schedule this time slot.

DO NOT attempt to do this upgrade prior to contacting Visibility Software. The installation code issued for version

2.5 WILL NOT work for version 3.0. If you have not been issued a code for version 3.0, please contact Visibility

Software prior to starting this process.

INSTRUCTIONS

Please follow the instructions below to update Cyber Train to the most current version available.

STEP 1: PREPARING FOR VERSION 3

CYBER TRAIN APPLICATION SERVER

1. Install ASP.NET 3.5 Platform on the server where Cyber Train is installed

Visibility Software has posted up the .NET 3.5 files for easy access. Files can be downloaded at

http://www.visibilitysoftware.com/ctupdates/dotNet35.zip

a. Download the file to the Application Server where Cyber Train is installed

b. Unzip the file to the desktop

c. Click on the file (dotNetFx35setup.exe)

d. Walk through the installation process. NOTE: this may require a reboot of the server

e. If you are not using the file specified above, run Windows Update to get the latest service pack

for .NET 3.5, which is currently SP1

2. Create new Application Pool, if necessary

.NET 1.1 and 3.5 applications cannot reside in the same Application Pool. If Cyber Train is already in an

Application Pool by itself, then no extra steps are needed. However, if Cyber Train shares an Application

Pool with other .NET 1.1 applications a new pool will need to be created and the Cyber Train web page

will need to be moved to its own pool as part of the upgrade process.

a. Go to IIS

b. Expand folder for this computer

c. Right click on the folder for Application Pools

http://www.visibilitysoftware.com/ctupdates/dotNet35.zip


d. Select New

e. Select Application Pool

i. Name this Application Pool “CT3”

ii. Select to use default settings for new application pool

iii. Press OK

3. Review current Web.Config file for custom settings in the current system

a. Go to the Cyber Train root directory

b. Find Web.Config file and right click and open with Note Pad

c. Find the section which starts with <appsettings>

d. Make a note of any lines starting with <add key which are not the two listed below. This will be

referenced in step 3 below.

i. One line will always appear <add key=”ConString” …..

ii. One line may appear <add key=”DataDynamicsARLic”…

4. Backup current reports

a. Go to the Cyber Train root directory

b. Select the Reporting directory

c. Make a complete backup of the Reports directory

SQL SERVER

1. Make a backup of the Cyber Train SQL database


STEP 2: DOWNLOAD UPDATE FILES

Using your web browser, download the necessary files using the user ID, password and file location provided

by the Technical Support Group.

1. Download CT3Update.zip to a location which will be accessible via the Cyber Train Application server.

2. Downloaded the file CTWebConfig.zip to a location which will be accessible via the Cyber Train

Application server.

STEP 3: UPDATE CYBER TRAIN APPLICATION

1. Log on to the Sever where Cyber Train is installed

2. Go to the Cyber Train root directory and rename web.config to web.config.prev

3. Unzip the downloaded file CTWebConfig.zip to the Cyber Train root directory

4. Unzip the downloaded file CT3Update.zip to the Cyber Train root directory

a. When unzipping the file please be sure to maintain the folder structure that exists within each

zip file since the file does contain sub-directories

b. Always choose to overwrite existing files when asked.

5. Reconnect the Cyber Train application to the database

a. In the Cyber Train installation folder, double click WebConfigUpdateCT.exe, enter the SQL

connection information to your Cyber Train database and click OK.

6. Update custom settings in the web.config file

a. If you noted in Step 1-C above any additional items listed under <appsettings> which start with

<add key open up both the old copy of the web.config file and the new file and copy those

additional lines from the old web.config to the new web.config file.

7. Change ASP.NET framework & Application Pool for Cyber Train

a. Go to IIS

b. Expand folder for this computer

c. Expand folder for Web Sites

d. Expand the folder for the specific web site

e. Right click on the web page for Cyber Train

f. Select Properties

g. On the Virtual Directory tab


i. Change the Application Pool to the new pool created in ‘STEP 1: PREPARING FOR

VERSION 3’ – “CT3”

h. Click on the ASP.NET tab

i. Change the ASP.NET version from 1.1.4322 to 2.0.50727

8. Launch Cyber Train

9. From the Login Page, click on the icon

10. Click to “update Cyber Train’s database structure” – press Submit when prompted

a. You will be returned to the login screen when the process is complete

11. Log into Cyber Train

12. Enter the installation code provided to you by Visibility Software in the space provided. This installation

code works in conjunction with your company name and version number. The installation code issued for

version 2.5 WILL NOT work for version 3.0. If you have not been issued a code for version 3.0, please

contact Visibility Software.

STEP 4: UPDATE REPORTS FOLDER

1. Log on to the Sever where Cyber Train is installed

2. Go to the file folder where Cyber Train is installed

3. Expand the folder and access the folder called ‘Reporting’ and then access the folder called ‘ Reports’

4. Rename the folder called ‘Standard’ to be ‘Reports Created in 2.5’

STEP 5: UPDATE REPORT WRITER

1. Log into Cyber Train

2. Go to Admin > System Setup

a. Click on the link to ‘Update Report Writer Views’

3. Go to Reports > Report Writer

a. Click on the ‘Designer’ button

b. Click on the image in the tool-bar. A new page will be displayed.

c. On the new page, click on the button to ‘Update Schema’. A message will appear when the

update is done saying it has been completed and to press close.


UPGRADE PROCESS: HR STEPS

REQUIRED SYSTEM UPDATES BASED ON NEW FEATURES

The following steps can be done by the HR group instead of the IT group.

HOME PAGE SETTINGS

This section has been moved from the Admin > Page Builder section to Admin > Security and the page has been

update to allow for more options as well as ‘View’, ‘Not View’ and ‘Add Only’ on many pages instead of just on and

off. Defaults settings have been assigned based on the setup of the page in Cyber Train 2.5 but this setup page

should be reviewed in detail to make sure the Home Page view seen by Students, Managers and Instructors is set

and showing the appropriate information.

EXTERNAL CLASS MISC FIELDS

A new feature has been added which allows for the Admin of Cyber Train to determine when the misc fields will

show. After the upgrade, the section under Admin > Page Builder > External Classes should be reviewed and the

settings for if the misc field should show during the ‘Adding’ and ‘Complete’ processes should be set based on the

need of the organization.

GROUP SECURITY SETTINGS

This page has been re-arranged and some new items added to the options. Defaults settings have been assigned

based on the setup of the page in Cyber Train 2.5 but this setup page should be reviewed in detail to make sure

the Security for Users is set and showing the appropriate information.

In addition, new reports and report categories have been added to the program. To enable the user’s to see these

reports, edit the Reports tab and highlight the additional categories which have been added.

Admin-Codes Admin-Curriculum Admin-Logs Admin-Security Analysis Classes Reports Created in 2.5 (this will be the old ‘Standard’ reports) Students

LOG IN MESSAGE

A message can be added to the Log-In page which will display to all individuals logging into Cyber Train. Use this

message to communicate information to the individuals – for example, “A new version has been released – please

contact xxxx if you need assistance”. We recommend adding a message to this page regarding passwords. In


version 3.0 the password is case sensitive so at the very least, use this message board to post a message explaining

that the password they use should be entered in all capital letters when logging into the system. If the password is

not entered in all capital letters the user or student will not be able to log into the system.

Update this message by going to Admin > System Setup and viewing the Login Page tab

CLASS STATUS CODES

A new section of codes has been added to the system which allows for separate tracking of Class Statuses separate

from Student Statuses. Open, Closed and On-Hold have been added as pre-set defaults and additional statues can

be added in the Codes section of Admin. The following steps need to be taken in order to update the database

with these new statuses so the classes will properly show to Students.

1. Mass update the Class statuses to use the new statuses instead of the old ones in the database.

a. Change the URL to be xxxx/upgrade.aspx

b. Click on the link for http://www.visibilitysoftware.com/ct3/upgradeclassstatuses.aspx

c. A list of all previous status will be listed. Use the drop-down list to assign the new statuses to the

previous classes in your system

d. Press the Submit button to process the change

COMPANY ELIGIBILITY FOR CLASSES

Classes have been updated to allow for enrollment of students from multiple companies. Previous, each class was

connected to one company and only students from the one company could enroll that class. Because of this

change, the classes need to be update to tell the system which students from which companies should be allowed

to enroll in the class.

1. Mass update the Classes to allow for a Company /Companies to be assigned to ALL classes.

a. Change the URL to be xxxx/upgrade.aspx

b. Click on the link for http://www.visibilitysoftware.com/ct3/upgradeclasscompanies.aspx

c. Highlight any companies which should be globally added to classes for enrollment purposes

d. Press the Submit button to process the change

2. Manually add companies to classes if it will not be a global change

a. Look up a class

b. Navigate to the Class Detail page and change the tab to Companies.


c. Move the Company Name from the left-hand column to the right-hand column for any company

which should be allowed to have students enroll in this class.


OPTIONAL SYSTEM UPDATES BASED ON NEW FEATURES & CURRENT SETUP

The following steps can be done by the HR group instead of the IT group.

CREDENTIAL TYPES

By popular demand, the “Certifications” page has been re-named “Credentials” and now allows for more than just

certifications to be tracked in this section. Now each company can define what will be tracked on this page and it

will allow for memberships and professional association in addition to the standard certifications.

1. Go to Admin > Codes > Credential Types

a. Add any types you would like to assign to the various types of credentials. RECOMMENDATION:

add in at least one for ‘Certification’

2. Go to Admin > Curriculum > Credentials

a. Edit the records previously in the system and add the new types. This action will update all the

student files.

REQUIREMENT PRIORITIES

Course Requirement Priorities have been enhanced to allow for automatic calculation of due dates based on the

priority selected and the date associated with the requirement. Take the following steps to set up this feature. If

the following steps are not set up then the system will operate as it does in version 2.5 and any new requirements

will have a blank in the date needed field.

1. Go to Admin > Codes > Requirement Priorities

a. Edit the priorities to give each a numerical value. Doing so will allow the system to automatically

calculate a ‘due date’ based on the priority selected and the date used for the calculation.

2. Go to Admin > Codes > Job Codes

a. Edit any job codes which currently have requirements associated with them.

b. Give each requirement a priority so the system can assign the requirements correctly upon job

changes or new hires.

3. Go to Admin > Codes > Organizational Structure

a. Edit any Organizational codes which currently have requirements associated with them.

b. Give each requirement a priority so the system can assign the requirements correctly upon

organizational changes or new hires.


HOME PAGE MESSAGE

A message can be added to the Home page which will display to all individuals using Cyber Train. Use this message

to communicate information to the individuals regarding how to use the system in general – for example:

Welcome to Cyber Train, your training management tool. This is your Message Center and will list any

items which you need to be aware of or to take action on. Check-mark a topic heading or an individual

message and click 'Mark as Read' to remove the item from this page WITHOUT taking action.

Expand each left-hand section to obtain additional information about that topic. Hover over values to

read additional information and click on hyperlinks to take action.

Update this message by going to Admin > Security > Home Page and viewing the Instructions tab

STUDENT INSTRUCTIONS MESSAGES

Messages for additional instruction to the student on how best to use a page or view can now be added to

‘Requirements’, ‘Opt-Out’, ‘Enrollment’, ‘Courses Taken’, ‘Programs’, ‘Credentials’.

Update this message by going to Admin > Page Builder > Student Detail and viewing each of the detail tabs

HELP MENU

The ‘Help’ menu has been split out so security can be connected to each individual menu item. Upon completing

the upgrade, any user assigned to a security group where ‘HELP’ was set to ‘Yes’ will have full access to everything

under the ‘Help’. Review the security groups and un-check items which should not be viewed by that security

group. For example – ‘About’ will give information related to the database and installation location. Not all users

should be able to see this information.

CLASS LIST VIEW

The ‘Class List’ view has been updated to have two different views – one designed for the Training Admin and one

for the Instructor. The Instructor view is used on the Home page views for the Instructor. Upon completing the

upgrade any user assigned to a security group where ‘CLASS LIST’ was set to ‘Yes’ will ‘Training Admin’ selected for

the view of the Class List. Go to Admin > Security > Group Security and review the security groups and change this

setting where necessary.


DOCUMENTED RELEASE NOTES

This document contains the following items which have been added to Cyber Train in Version 3.0.0. The following

list includes any features which will result in a client impact, features request by clients or features added to Cyber

Train which we want to bring to your attention.

USER INTERFACE

Cyber Train Version 3.0 includes an update to the user interface. Below is a quick list of the changes so you can

begin to get familiar.

1. The Cyber Train system is now compatible with Firefox and Safari browsers.

2. Pages have been reviewed and the icons associated with actions have been updated. Please use this

cheat sheet as a quick reference.

Action Icon Location

Save

In the header, the right-most icon on the page to save

Cancel

In the header, the icon immediately left of the save icon.

Note: this icon will not display if the page can only be

saved – for example the Inbox setup page.

Print

In the header, the left-most icon on the page to print.

Note: this icon will not display if the page does not have

a report available.

Spell Check

Right –hand corner below the field to spell checked

Delete Row Right of the record

Edit Row Left of the record

Edit Record Right of the record to edit

Display Description Column for record which contains a description


Display Attachment Column for record which contains an attachment

Test Outstanding Class Enrollment or Course Taken page

Survey Outstanding Class Enrollment or Course Taken page

Item Complete Class Enrollment or Course Taken page

3. New 'Recent Items' feature has been added which will store the last 5 students and last 5 classes each

user has viewed. To access the list, click on the button titled 'Recent Items'. With the addition of this

feature, the option for 'Last Student and 'Last Class' has been removed.

4. A new searching tool has been added to quickly search the list of students and classes based on key

characters. A search box will be present on the various pages and typing in 'CA', for example, will result in

records where the student name, class title, or class code has CA in the field.

5. A new quick reference pop-up menu has been added to the Student, Class and Course Catalog page

header. This pop-up view is designed to display information which might be nested in various pages of

Cyber Train so the user can get quick access to the information.

6. Cyber Train can now be included in single sign-on when using Active Directory. See the Admin Guide for

instructions on setup.


FUNCTIONALITY ENHANCEMENTS

1) On Demand Classes. If this option is selected for a specific class, the following changes occur in the class

setup and functionality a. The date and location information are no longer editable fields in the class b. “Web Connection” or “Content” must be selected before the class can be saved c. Approval process is removed. All students who elect to view the class content will automatically

be allowed and an approval process is not followed. d. The “Roster” page of the class does not allow for enrollment into the class

i. The student should launch the session from the Browse Classes section or the Requirements section of the Home Page. This will add the record to the ‘Attendee’ list and track progress of the session.

e. The “Roster” page of the class does not include the Wait List or the Awaiting Approval tabs because they are not needed

2) External Classes. If this option is used, there is now the option to connect the record to an outstanding requirement or to a credential.

a. If requirement is selected, the page will refresh and list all the outstanding requirements for the student. When completing the external class process, the ‘requirement’ will be removed from the outstanding list and added to the history list of courses on the student page.

b. If credential is selected, the page will refresh with all the credentials currently in the student file. When the external class process is complete, the credential record will update with the new taken date and expiration dates and add a history record of the change.

3) Password Security has been enhanced to allow for additional restrictions for user and student passwords.

Review the page Admin > Security > Password Rules to ensure no changes need to be made. If nothing is changed the defaults for the passwords for students and user will be as follows:

Number of capital letters required = 0 Maximum length = 25 characters Lockout due to inactivity = 1000 days Days until student or user has to change the password = never Maximum failed attempts = 10 Number of consecutive unique passwords = 5

4) Storage of the request for opt-out of a requirement has been updated so the record shows on the

Requirements page instead of a separate page just for Opt-Out Requests. In addition, If an Opt-Out is approved, the record is removed from the Requirements page and added to the Course Taken page and the Grade field will say ‘Opt Out Approved’.


ADMINISTRATIVE VIEWS > ADMIN PAGES

1. Admin section has been re-organized to display information alphabetically from the drop-down list. In

addition, the drop-down menu items have been expanded for each section to provide quick access to

other pages within that section. The following items were moved or renamed. The list below will help to

easily find the option in the new system.

Old Menu / Old Section New Menu / New Section

Organization Codes /Organization

Page Builder / Home Page Security / Home Page

Page Builder / Certification Requests Page Builder / Credential Requests

Page Builder / Course List Page Builder / Course Catalog Summary View

Page Builder / Course Detail Page Builder / Course Catalog

Page Builder / Class Detail Page Builder / Course/Class Detail

Page Builder / Class Eval Questions Page Builder / Class Survey Questions

Codes / Certification Status Codes / Credential Status

Codes / Course Need Priorities Codes / Requirement Priorities

2. Codes a. Class Status codes have been added to allow for identification the status of the class separate

from the status of the students in the class. Open, Closed and On Hold are pre-filled into the system but additional codes can be added.

b. Credential Type codes have been added to assist in the organization of the various credentials which can be tracked in the system (memberships, licenses, certifications, etc.)

c. Degree Codes have been added – they will only show if this option is turned on under Admin > System Setup. This will allow for a drop-down list of degrees to be populated to have been organization on the formal education page.

d. Job Codes have been updated with a new interface for adding required courses and programs. Requirement Priorities have also been added to allow for auto-calculation of the due date based on the date assigned to the job for a student.


e. Organizational Codes have been updated with a new interface for adding required courses and programs. Requirement Priorities have also been added to allow for auto-calculation of the due date based on the date assigned to the organizational level for a student. In addition, this has been moved to the Codes section instead of being a section by itself.

f. Major Codes have been added – they will only show if this option is turned on under Admin > System Setup. This will allow for a drop-down list of majors to be populated to have been organization on the formal education page.

g. Requirement Priorities, previously named Course Needed Priorities, has been enhanced to allow for automatic calculation of due dates based on the priority selected and the date associated with the requirement.

h. Student Enrollment Status options have been simplified to only have the option of ‘Take Action

upon Closing Class’. If this option is checked and the status is assigned to a student in the roster

when closing a class then the subsequent actions for that page will occur. For example, if this

option is NOT checked for the status of No Show, then if this status is assigned to a student the

action to add a record to history and remove the requirement will not occur.

3. Curriculum a. This section has been moved from an independent menu bar item to be stored inside the Admin

menu. b. Credentials, previously called Certifications, have been enhanced to allow for a classification to

allow for more type of credentials than just certifications (i.e. memberships, licenses, etc.). c. Course Catalog, previously called Course, now includes two now pages which display Students

needing the course and Students who have taken the course. i. Blue arrow icons have been added to the Course Catalog detail pages to easily move to

the next and previous records based on the Course Catalog List. ii. A field which will order the test questions as been added to the Test page. Assigning an

‘order’ number will allow the user to specify which questions should be shown in which order and the questions can now be re-ordered if additional questions are added.

iii. Public/Non-Public setting has been added to attachments for courses. If the attachment is marked as 'Public' it will show on the requirements page for the student to review.

d. Content Management page has been added to provide a central repository of the documentation which can be leveraged for classes. When creating an On-Demand Class, this repository can be accessed for easier display of materials.

e. Programs no longer have a renewal frequency. The renewal is connected to the course and will be handled at that level instead of the program level.

4. Page Builder a. Class Survey Questions, previously called Class Eval Questions, now has an option and includes a

column which displays if the question must be completed in order to consider the survey complete. If a question is listed as required and the student does not complete it as part of the feedback, the survey will remain outstanding on his/her action list.

b. Class List has the following changes: i. It has been subdivided to allow for two views based on the role of the user. The

Training Admin view will mirror what was previously in the system and the Instructor view is new. The Instructor view will control the columns displayed on the Instructor’s home page and can be assigned to a group of users via security.

ii. Additional options which pull from a class or take action based on the class can be included in the Class List view. Link to Attachments page, Link to Notes page, Link to Roster/Grades page, Action to Send Email to Students, Action to ‘Take Action’ which allows for entering of attendance, grades, emailing to students or completing a class.

c. Correspondence templates have a new template for the email triggered to people notified of a class enrollment.


d. External Classes miscellaneous fields have a new option which allows control over when the fields are seen. Two new columns have been added which control if the field is seen during adding a new record – aka request – and when completing the class. Options include not viewing, viewing or adding information to the field. When reviewing the record all field will show.

e. Course Detail has been renamed to Course/Class Detail. Course List has been renamed to Course Catalog Summary View.

f. Credential Requests, previously Certification Requests, now allows for up to 10 additional miscellaneous pieces of information. Setup on this page will display on the Student > Credential details page.

g. Student Detail has been expanded to include messages which will display to the top of the pages for Requirements, Opting Out, Enrollment, Courses Taken, Programs and Credentials to allow for communication related to the page to the Students.

5. Processes a. Import Credentials has been added to the list of available importing options. This imports

credential information into the Student record. b. Import Courses has been added to the list of available importing options. This imports Course

Catalog content information into the Admin > Curriculum section. c. Import Courses Needed has been renamed to Import Requirements. d. Import Students was moved from the Students menu to the Admin > Processes menu. Three

additional items added to the page: i. Field added to the bottom of the page to select the company. If it is blank, it will use

whatever is in the file to be imported otherwise assign it based on the selection. ii. Field added to the bottom of the page to select the primary phone. If it is blank, it will

use whatever is in the file (for example if it changes person to person) if it is selected then it will bring in an H or a W based on the setting.

iii. Field added to the bottom of the page to select the primary email address. If it is blank, it will use whatever is in the file (for example if it changes person to person) if it is selected then it will bring in an H or a W based on the setting.

e. The Mass Add Records previously in the Processes section was consolidated with the mass adding capabilities previously under Students > Find Students. The page now allows for the user to find students based on the same capabilities of the Find Students feature in addition to the Job Start Date and Hire Date ranges. Once found, records can be added to the Student’s Requirements, Course Taken, Program or Credentials fields. Options for the records change based on the original item selected.

f. Mass Delete Records has been added to globally remove records incorrectly added to Student files. The section page mirrors the Mass Add Records process and allows the user to globally remove a specific Requirement, Course Taken, Program or Credential from the selected Student records.

6. Security a. Group detail has been re-designed to allow for better categorization of security options. The

following changes were made: i. General tab was removed.

1. Class List was moved to the Classes tab 2. Report Writer was redundant so it was removed 3. Data Dictionary was moved to the Report tab 4. Help was made into a separate tab

ii. Student tab captions were updated to mirror the changes in other sections of the system.

iii. Classes tab captions were updated to mirror the changes in other section of the system. In addition, security was added to allow viewing of the Class Surveys and Class Tests.


iv. Help tab was added with options to include or exclude the sections of the Help menu. This includes:

1. Feedback – the ability to email Visibility Software suggestions on how to improve the software

2. Tech Support – the ability to access the technical support information for Visibility Software

3. User Manuals – the ability to access the various guides for the program 4. On-Demand Training – the ability to access Visibility Software’s Cyber Train

system 5. Newsletters – the ability to read about events occurring at Visibility Software

and/or Cyber Train. 6. About – the ability to see SQL and installation locations of the software

b. Home Page settings have been moved from Page Builder to the Security section and the following changes have been made

i. A tab for a master message has been added which will show on the Messages section of the Home Page view.

ii. Items on the Home page now have selection box options of View/Not View and occasionally “Add Only” instead of having only checkbox options. For items which previously had an ‘Add’ option please ensure that ‘Add Only’ is selected after the upgrade.

iii. The Manager home page settings are now broken out to allow control over what sections the manager will see related to his/her students.

c. Password Rules i. New options for tighter password options have been added.

7. System Setup

a. Degrees and Majors which appear on the Formal Education page of the Student record can now be formatted to be drop-down values instead of free-form text.

b. A new tab has been added to allow for a custom message to be displayed to users of Cyber Train on the login page.

c. Install code information has been moved from the Help> About section to the System Setup page.


ADMINISTRATIVE VIEWS > STUDENT PAGES

1. Student Menu Changes a. “Last Student” option has been removed from the menu options. Users should use Recent Items

option instead. b. “Add Student” process includes the following changes

i. Field for Login has been added and this field is cross-referenced to the rest of the Students and Users in order to prevent duplicate login information.

ii. Requirement Date has been renamed to Org Start Date which is more descriptive as to what is tracked

c. “Find Student” option when searching for a person based on the email address will check both work and home email addresses for a match. When found, only the ‘Primary Email’ will display in the results table.

d. “Import Students” has been moved to Admin > Processes

2. Red arrow icons used to navigation through lists in the Student have been replaced with more prominent

blue icons for quick scrolling through records.

3. The header bar of the Student file now has a hover-over embedded. Hovering over the Student’s name will display the Student’s Name, Company, Supervisor and Job Title so the user does not have to navigate to the Contact Info page to view this information.

4. Page Changes a. The Side Menu Bars have been removed and have been replaced with a drop-down menu item at

the top of the file to provide more room in the file and consistency through all pages. b. The pages now display in an alphabetical order for easy navigation. c. Pages have been updated to allow for wider description fields and drop-down values. d. Page Names and tab have been renamed to better define what is stored on the page. Below is a

table to help in the new navigation

Old Page / Tab New Page / Tab / Specific Column

Courses / Courses Needed Activity / Requirements

Courses / Class Enrollments Activity / Class Enrollments

Courses / Courses Taken Activity / Courses Taken

Courses / Programs Activity / Programs

Courses / Certifications Activity / Credentials

External Classes External Classes


Tuition Assistance Tuition Assistance

Formal Education Contact Info / Formal Education

Opt Out Requests Activity / Requirements / Column for Opt-Out

Job Info Contact Info / Job Details

Contact Info Contact Info / Contact

History Student History

Correspondence Correspondence

Notes Notes

Addl Information Addl Information (this is the misc. page and might be called something different in your system)

Attachments Attachments

5. Activity Page

a. Requirements page has been expanded to include the Opt-Out option (if activated) and the Search link to allow a user to take action on the student’s behalf. Links will change wording when the action has been started to indicate the status of the action.

b. Class Enrollments tab shows currently ACTIVE classes which the student is working to complete. Classes which are already complete will no longer show on this page but will be moved to the Courses Taken tab for a complete history as long as the test is taken (if applicable).

i. New columns have been added to quickly access the Test and Survey information. ii. Add option allows for the addition of multiple classes at the same time.

c. Course Taken tab will show all records which are building the student profile. i. When Opt-Out request are approved, the record will show here with the Grade of Opt-

Out Approved for easy reference of which requirements were not physically taken. ii. New columns have been added to quickly access the Test and Survey information.

d. Programs column for progress is now a percentage reflection based on the number of requirements completed vs. the number needed.

e. Credentials, previously Certifications, now include Certification Type for easy grouping and up to 10 miscellaneous fields which can track additional information.

6. Contact Info Page has been combined with the Job Info and Formal Education page for quick reference to all data external to the training information controlled by Cyber Train.

a. Supervisor has been renamed ‘Manager’ b. Secondary Supervisor has been renamed ‘Secondary Approver’ c. Employee and Manager are now drop-down Yes/No instead of checkboxes


7. Correspondence page has been re-designed to consolidate the entries for quick access to the desired

record. In addition, there is a details column which is a hover-over field where the user can quickly see

the details without having to edit the individual record.

8. External Classes can now be linked to a Course Requirement or Credential for cross-reference purposes. If linked, when the External Class is completed, the corresponding record for the Requirement or Credential is also updated.

a. Date for External Classes shows the Start Date of the class instead of a range of dates.

9. History was renamed Student History. a. Records written when a Student requests to Opt-Out of a requirement and additional history

records are written for each approval as it is received.


ADMINISTRATIVE VIEWS > CLASS PAGES

1. Classes Menu no longer includes “Last Class” option. Users should use Recent Items option instead.

2. Class List View changes a. Record lines for On-Demand training classes no longer have a ‘Close’ option. b. Record lines for On-Demand training classes will display Anytime / Anywhere for items related to

location and dates/time. c. If using the ‘Take Action’ or ‘Send Email’ links, a list of the students who the email can be sent to

will appear prior to the option to sending the email. This allows for the user to select which students should receive the email.

d. New field for ‘Take Action’ has been added which allows the user to enter attendance, grades, mass email or complete the class.

e. 'Reminder' link from the Class List view now presents the user with a list of the students who will be emailed with this action. The user can then checkmark which students should be sent the reminder prior to triggering the final email.

f. The Class List settings for the status to view and the roles related to classes now save upon refreshing. Moving to another page or logging out of the system will still maintain the settings until they are changed and the refresh is selected.

3. Red arrow icons used to navigation through lists in the Classes have been replaced with more prominent

blue icons for quick scrolling through records.

4. The header bar of the Class file now has a hover-over embedded. Hovering over the Class name will display the Name, Start Date and Location so the user does not have to navigate to the Class Details page to view this information.

5. Page Changes b. The Side Menu Bars have been removed and have been replaced with a drop-down menu item at

the top of the file to provide more room in the file and consistency through all pages. c. The pages now display in an alphabetical order for easy navigation. d. Pages have been updated to allow for wider description fields and drop-down values. e. Page Names and tab have been renamed to better define what is stored on the page. Below is a

table to help in the new navigation

Old Page / Tab New Page / Tab

Roster Roster

Class Detail Class Detail

Description Class Detail / General

Costs Class Detail / Costs


Notes Notes

History History

Attachments Attachments

6. Class Detail Page a. CBT field has been renamed to On-Demand. Checking this box will de-activate items related to

class times, locations and approvers. b. Fields have been re-organized on the page to group fields with common themes onto the same

tab and same section of the page. c. Enable Survey field has been added which will control if the survey form will display to students

for the specific class. d. On-Demand classes have the ability to have a Web Connection added to the record or the user

can browse to the Content Manager to determine the content of the class. One of the options must be completed for the page to save.

e. Tab has been added to track the companies for which this class should be viewable. If a student is in a company which is not accessible for a class based on this selection, the class will not be an option for enrollment or viewing.

7. Roster Page a. Tab has been added to show which students are awaiting approval prior to being enrolled in the

class. Records on this page can be edited and manually approved to move the student through the approval process. If items remain on this page and the class is closed, all records will be removed.

b. Survey and Tests can be edited from this page to allow for manual entry of student responses if the process is not done by the Student view the Home Page. This setting is based on Group Security.

c. Add Option allows for the addition of multiple students at one time. d. Print option allows for printing of all the tests and surveys in addition to the letters (in previous

versions). e. On-Demand Training

i. Page does not allow enrollment of students ii. Does not display the ‘Waiting’ or ‘Awaiting Approval’ tabs

f. Enrollment process now allows for a look-up of students which will provide the user with a list of student to enroll. Check-marking the student file will enroll all the selected students into the class and trigger the subsequent actions.

8. The enrollment email references back to the class attachments and will send all public attachments connected to the class.


ADMINISTRATIVE VIEWS > REPORTS

1. Report Writer has been upgraded and new features added. Check out the guide for the Report Writer for

full details on new options available with this tool in version 3.

2. New Views added to the Report Writer for more reporting options. Check out the guide for the Report

Writer for full details on the views available with this tool in version 3.

3. New Reports and Categories added to allow for more “launching” reports. New categories require

additional security settings so be sure to review each group under Admin > Security > Groups to ensure

proper access to all the reports.


HOME PAGE

MESSAGES

1. Alert notifications have been centrally located under ‘Messages’ and can be accessed at anytime by

clicking on this menu item. Next to the title for the section is a number representing the number of

unread or outstanding items. Two exceptions to this are class tests and class surveys to be completed by

the Student. Tests are necessary, in many cases, to move forward for the class. Surveys how are optional

based on the class so if there is a test, the message will act as a reminder of the necessity to complete the

evaluation.

2. Messages have been categorized and will start with Approvals, Notifications, Reminders or Requirements

based on the type of message displayed.

3. Messages headings can be expanded to show additional line items by pressing the + icon next to the

message header.

4. Message groups or individual messages can be marked as ‘read’ and removed from the Message center

by checking the box to the left of the message and pressing the ‘Mark as Read’ button.

5. Actionable items will have the appropriate links on the home page to allow action. If the action is taken

from another page, the message will be removed from the home page as well.


STUDENT VIEW

1. Student Home Page has been updated so the view a student has mirrors the same view a user has in the

system. This is designed to help with support of the students using the system.

2. Tables can be sorted by Course/Class Name or by the Date field for easy display of information and

searching.

3. Contact Info and Job Info can now be displayed to the Student’s home page. These pages are displayed as

read only and have an option on the page to email any changes the Student feels needs to be made. The

email triggers to the default email address stored under Admin > System Setup.

4. Formal Education can now be displayed to the Student’s home page. Depending on the setting selected

this page can be set to allow additions or to only view information.

5. Menu Name Changes

Old Name New Name

Student My Record

Classes > Need to Take Requirements

Classes > In Progress Classes

Classes > Complete History

Classes > Browse Calendar Browse Classes

Classes > Class Calendar Calendar

Programs Programs

Certifications Credentials

External Classes External Classes

Tuition Assistance Tuition Assistance

Opt Out Requests Requirements / Opt Out Column


6. Requirements pulls from the Students > Requirements page and has been expanded to include the Opt-

Out option (if activated). Links will change wording when the action has been started to indicate the status of the action.

7. Classes pulls from the Students > Class Enrollment page and shows currently ACTIVE classes which the

student is working to complete. Hovering over the description icon will display the class details, start time, end time, CEUs, Credits, Feeds and location details.

a. Classes which are on-demand are controlled by the ‘Test’ column. If the test has not be completed the class is not considered compete and will continue to show on this page.

b. The test has been updated to allow for long drop-down answer options which can scroll, allows for the student to Save his/her work or to submit the test, and will automatically score the test and post a message based on the test if all the answer types are drop-down. If the test cannot automatically be scored, a message will appear communicating that to the student as well.

8. Browse Classes will display all the classes currently available to this student based on his/her company

affiliation and the class status being Open and the enrollment ends date in the future. Classes displayed on this page may be a requirement for the student or may be optional classes available through the system. Hovering over the description icon will display the class details, start time, end time, CEUs, Credits, Feeds and location details.

9. History pulls from the Students > Courses Taken page will show all records which are building the student profile.

a. When Opt-Out request are approved, the record will show here with the Grade of Opt-Out Approved for easy reference of which requirements were not physically taken.

b. New columns have been added to quickly access the Test and Survey information. This information is read-only once completed by the student or by the Administrator view the Classes page.

10. Programs column for progress is now a percentage reflection based on the number of requirements completed vs. the number needed. Hovering over the description icon will display the progress information for the program.

11. External Classes can now be requested and related back to a requirement or credential already in the student’s record. Completing the class will satisfy the requirement and add the record to the student’s history page or will update the credential information, depending on what is selected originally.


MANAGER VIEW

1. Menu item has been changed from “Manager” to “My Employees”

2. Manager Home Page has been updated so the view is a summary view and the manager does not have to

navigate into each employee record to review data.

3. If a manager needs to see information related to a specific employee, the employee name is a hyperlink

which will take the manager to a read-only view of the employee’s file.

4. Employees who are ‘Indirect’ reports to the manager will be highlighted in Peach signify the difference in

reporting level.

5. Each page contains a heading describing the filter in place for the screen. Clicking on the icon will

direct the Manager to the Preferences section to make any changes in the filter options.

6. Some pages include a ‘Group’ button which will change the display of the page from a table view listing

the student and the detail (requirement, course taken, etc.) to group by that record instead. When this

option is selected, the view will be by the detail (requirement, course taken, etc.) and the students will be

listed under it.

7. The ‘Approvals’ link has been removed from the Home Page view. Instead, the task to do an approval is

listed as a ‘task’ under the Message Center.


INSTRUCTOR VIEW

1. Menu item has been changed from “Instructor” to “My Classes”

2. Instructor Home Page has been updated so the information displayed is based on the Class List view set

under Admin > Page Builder > Class List for the Instructor view.

3. Pages have been simplified to be based upon the date of the class when determining where to find the class.

a. Upcoming – Start Date for the class is in the future b. Current - Start Date and End date for the class is today or Start Date is today and End date is in

the future. c. Complete – End Date for the class is in the past.


CALENDAR

1) Calendar View. This view has been updated and consolidated for all users in the system. a. The page is icon driven and when checking options on the top of the page it will list the

corresponding values on the calendar. Clicking on the icon will display the details and allow the student, manager or instructor to take action.

Icon Shown For: Represents

Required Students

Shows on the day a required class is available for which the student logged in may attend.

Optional Students

Shows on the day an optional class is available for which the student logged in may attend.

Enrolled Students

Shows on the day the student logged in is enrolled to take a class.

My Employees Managers Shows on the day a student who is an employee of the user / student logged in is enrolled to take a class.

My Classes Instructors

Shows on the day the user logged in is listed to instruct a class.

Taken Students

Shows on the day the student logged in attended a class.

Employees Taken Managers Shows on the day a student who is an employee of the user / student logged in took a class.


PREFERENCES

1. All users and students will have the ‘Student’ tab. Stored under the student tab is the ability to change

the login password.

2. My Employees controls the filter options for the Manager’s home page view.

3. My Classes controls the filter options for the Instructor’s home page view.

cyber train 3.0: release guide · last updated: september 8, 2010 cyber train 3.0: release guide p...

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