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Course Design Document

THE DEFENSE INTELLIGENCE AGENCY’S

LEARNING INNOVATION SECTION

AGILE for Administrators


AGILE Domain Administrator Course


Table of Contents

TABLE OF CONTENTS............................................................................................................................II

PART 1–INTRODUCTION.......................................................................................................................1

Course Structure..................................................................................................................................1

PART 2–DETAILED LESSON OUTLINES...................................................................................................5

Module 0: Course Overview and Introduction.....................................................................................6Landing Page........................................................................................................................................7

Module 1: Course Manager..................................................................................................................9(1.0.0) Module Overview and Introduction.......................................................................................10

(1.1.1) Getting Started: Networks and Restrictions..........................................................................12

(1.1.2) Getting Started: Landing Page and User Interface..................................................................14

(1.1.3) Getting Started: Learning Record Composition......................................................................17

CL.......................................................................................................................................................18

(1.1.4) Getting Started: Examining Search Features..........................................................................19

CL.......................................................................................................................................................23

(1.1.5) Getting Started: Catalogs......................................................................................................25

(1.1.6) Getting Started: Learning Terminology..................................................................................27

CL.......................................................................................................................................................29

(1.2.1) Users: Exploring User Records................................................................................................30

(1.2.2) Users: View and Review.........................................................................................................32

(1.3.1) Items: Maintaining and Editing...............................................................................................35

CL.......................................................................................................................................................40

(1.4.1) Schedule Offering: Monitoring and Managing Registrations.................................................41

(1.5.1) View, Run, Schedule, and Save Reports.................................................................................51

CL.......................................................................................................................................................55

GNI.....................................................................................................................................................57

End of Module...................................................................................................................................57



End of Module Exam..........................................................................................................................58

Practical Exercises..............................................................................................................................58

Module 2: Registrar............................................................................................................................60(2.1.1) Items: Understanding, Creating and Managing ......................................................................61

CL .......................................................................................................................................................66

(2.2.1) Scheduled Offering: Creating, Configuring, Registering and Closing.....................................68

CL.......................................................................................................................................................76

(2.3.1) Record Learning......................................................................................................................77

CL.......................................................................................................................................................88

(2.4.1) Users: Creating, Managing, and Updating.............................................................................89

CL.......................................................................................................................................................94

GNI.....................................................................................................................................................94

End of Module...................................................................................................................................94

End of Module Exam..........................................................................................................................95

Practical Exercises..............................................................................................................................95

Module 3: Domain Administrator.....................................................................................................146(2.1.1) Items: Understanding, Creating and Managing ......................................................................61

CL .......................................................................................................................................................66

(3.1.1) Segments: Editing & Adding Resources to Segments..........................................................153

(3.2.1) Curriculum: Creating Substitute and Prerequisite Items.....................................................155

(3.2.2) Curriculum: Period Based Curricula.....................................................................................156

(3.2.3) Curriculum: Adding and Grouping Requirements to a Curriculum......................................159

(3.3.1) Scheduled Offering: Copying and Modifying Notifications..................................................161

(3.4.1) Resource Management: Instructors, Facilities, Locations....................................................164

(3.5.1) Classes: Creating, Configuring, and Scheduling a Curriculum..............................................171

GNI...................................................................................................................................................181

End of Module.................................................................................................................................181

End of Module Exam........................................................................................................................181

Practical Exercises............................................................................................................................182

PART 3 – RECOMMENDED COURSE LINKS.........................................................................................208



PART 4 – SUPPORTING DOCUMENTATION........................................................................................208

PART 5 – APPENDICES......................................................................................................................210

Appendix A: Search Terms and Icons................................................................................................210

Appendix B: Related Area Tabs and Descriptions..............................................................................211

Appendix C: Related Area: Available Under More............................................................................212

Appendix D: Summary Table Actions Area.......................................................................................213

Appendix X: Scheduling Management Definitions............................................................................214

Appendix D: Summary Tab..............................................................................................................216

Appendix E: Fields in Scheduled Offering Record.............................................................................216

PART 6 – PRACTICAL EXERCISES........................................................................................................221Add a New Instructor Led Item........................................................................................................229

Revise an Item.................................................................................................................................231

Establish a Substitute Relationship..................................................................................................232

Establish a Prerequisite Relationship...............................................................................................233

Add a New Curriculum.....................................................................................................................234

Add Items to a Curriculum...............................................................................................................235

Creating Subcurriculum...................................................................................................................236

Associate a curriculum to a job code...............................................................................................237

Assign items directly to user record................................................................................................238

Assigning Curriculum Using the User Needs Management Tool......................................................239

Setting Item Periods within a Curriculum........................................................................................240

Setting a Fixed, Initial Required By Date..........................................................................................242

Add a Scheduled Offering................................................................................................................244

Assigning Resources to Segments....................................................................................................247

Copy a Scheduled Offering (Multiple-Weekly Based)......................................................................249

Modify Scheduled Offering Notifications.........................................................................................251

Closing a Scheduled Offering...........................................................................................................252

Add a Second Instructor to a Segment............................................................................................256



Create and Authorize an Instructor.................................................................................................257

Add Equipment................................................................................................................................260

Add Material....................................................................................................................................262

Create a Facility...............................................................................................................................263

Create a Location.............................................................................................................................264

Add a Class.......................................................................................................................................266

Set up a Class...................................................................................................................................268

Scheduling a Curriculum to a Class..................................................................................................270

Online Content Management Process.............................................................................................274

Create a Content Object..................................................................................................................275

Set Up the Launch Method Tab.......................................................................................................276

Create an AICC Wrapper Content Object.........................................................................................277

Create a Blended Learning Item......................................................................................................278

Add a User Record...........................................................................................................................280

Revise an Item.................................................................................................................................281



Part 1–Introduction

Course Structure

Course Outcomes:

Provide learners with the skill set to successfully administer a domain.

Provide learners with the skill set to effectively troubleshoot domain issues,

Produce informed Subject Matter Experts who will be able to educate and train other administrators on AGILE functions

AGILE Administrator Training 1


This course is divided into the following Modules and Lessons:

Module Title Lesson Title Terminal Learning Objective(s)

Course Overview and Introduction

Welcome Navigation Course Help/Contact

1. Course Manager

I.1 Explore AGILE by identifying commonly used feature on the Administrator interface

I.2 Explain core terms and concepts that make up AGILE’s Learning Management Model

I.3 View and verify details of a User recordI.4 Manage Items I.5 Manage Scheduled OfferingsI.6 Access, search, run, schedule and save a Report

Task: Learners will develop foundational knowledge of learning terminology, database structure, search functions, user records, items, scheduled offerings and reports by:

Memorizing and matching core terms and concepts that make up AGILE’s Learning Management Model.

Navigating through AGILE identifying commonly used icons on the learner interface

Managing Items Managing Scheduled Offerings Accessing, searching, running,

scheduling and saving a ReportStandard: while scoring a 80% on the end of module test

2. Registrar [2.1] Create and Manage Online and Instructor Led Items

[2.2] Creating, Adding, and Editing an Instructor Led Item (ILI)

[2.3] SCHEDULED OFFERINGS: Createing, and Configuring, Registering and Closing

[2.4] Revising an Item

Task: Learners will gain basic skills in how to use AGILE to create and modify items and curriculum records, assign learning to users, and record learning events by:

Navigating through AGILE identifying commonly used icons on the learner interface




[2.5] Creating Substitute and Prerequisite Item [2.6] Creating and Managing a Curriculum[2.7] Period Based Curricula[2.8] Creating and Adding Curriculum Requirements[2.9] Assigning Items and Curricula to Users2.1 Users: Creating Managing, and Updating2.2 Recording Learning

2. Creating and Editing a Scheduled Offering

Accessing, searching, running, scheduling and saving a Report

Standard: while achieving a score of at least 80% on the end of module exercise

3. Domain Administrator

Create and Manage Online and Instructor Led Items Creating and Editing a Scheduled Offering[3.1] Managing Classes (Cohorts) 3.1 Revising an Item3.2 Creating Substitute and Prerequisite Item 3.3 Creating and Managing a Curriculum3.4 Period Based Curricula3.5 Creating and Adding Curriculum Requirements

Task: Learners will gain basic skills in using AGILE functions to schedule items and assign resources


4. Other functions

Defining Content Management Creating Content Objects Creating Online Items Creating Content Objects for an AICC Document

Wrapper Creating a Blended Item

Task: Learners will gain basic skills in using AGILE to add and modify content objects and blended items


5. Culminating Exercise

High stakes assessment: Cumulative Final Exercise Given: a small block of instruction and a simulated training environment

Students will: gain basic skills in using AGILE functions to schedule items and assign resources



Part 2–Detailed Lesson Outlines

For each lesson, the following information is included:

1. Specific learning objectives 2. Specific topic and sub-topic areas to be covered and the recommended instructional strategies to be used in delivery of the instruction3. Estimated completion time4. Overall description of content covered 5. Suggested instructional strategies

The naming conventions used throughout this section are listed below:

TLO – Terminal Learning Objective

ELO – Enabling Learning Objective



Module 0: Course Overview and Introduction

Module Duration: 4 minutes

Delivery Method: WBT (Adobe Captivate)

Lesson Description: The course introduction welcomes learners to the course, explains the course navigation procedures, instructions on how to get started, directions on “test-out” feature, and explanation of overall Capstone assessment/activity requirement.

Lesson Objectives: Explain high-level course objectives, course architecture, and learning topics.

Topic Key Points / Supporting Details Instructional Strategies / Multimedia Elements

AGILE Domain Administrator Course 6


Landing Page Welcome:

to the AGILE Administrator Course

Course Overview:

Competency based course: (performance)

3 modules: Course Manager Module, Registrar Module, and Super Administrator Module

Test out feature: anytime at any point take self-scoring traditional assessment; if you fail exam twice, you will have to be reenrolled.

Course Navigation:

Getting started: network and logging in

Selecting your module: based on role, Domain must complete all

Navigation: must receive each block of instruction or elect to test out.

Remediation Loops: may complete as needed

Course Completion:

Registrar and CM: Complete module and pass end of module test with 80% or higher

Super Admin:

* Practical Exercises – Completing Job Aids in the AGILE Training Environment is highly encouraged

* End of Module test(s) - At least an 80% on all test before scheduling Capstone

* Capstone Activity - one-on-one with instructor; student needs to be able to explain submitted work product. Instructor is the final approval authority and will determine whether basic competencies have been obtained. Capstone is a

Note: One slide, one course map w/ all modules.


Resnick Michael S DIA USA CIV, 09/27/16,

This should be “COURSE LANDING PAGE”. (You use the term “landing page” later to refer to the administrator’s starting point later on. Need to make this distinction.)


pass/fail event.

Help:

Point of Contact information

A quick point of reference:Throughout this course you will be shown a way of doing things in AGILE. It does not mean that it is the only way. In fact, as you become more proficient with AGILE you will discover that there are several ways of accessing different parts of the system and several ways to perform certain administrative functions. You are absolutely encouraged to develop your own techniques and SOPs.

**You will be shown a way, it does not mean it is the way! ***

(U)


Rand_CNTR, Daniel L, 08/25/16,

My guess is that this needs to be if a student has help with AGILE

Bombyk, Kelly, 07/07/16,

Is this Help geared towards the course or just general help for AGILE?


Module 1: Course Manager

(U)

Module Duration: 60 minutes

Delivery Method: Web Based Training

Module Description: This module provides an overview of the concepts and terminology associated with AGILE. Learners will develop foundational knowledge of user records, items, SO, reports, and documents.

Module TLO’s: Upon completion of this lesson, Administrators will be able to: Explain core terms and concepts that make up AGILE’s Learning Management Model Navigate through AGILE by identifying commonly used icons on the Administrator interface View and verify details of a User Record Manage Items Manage Scheduled Offerings Access, search, run, schedule and save a Report

Topic Key Points / Supporting Details Instructional Strategies / Multimedia Elements



If the objectives are listed in this order, they should be presented in this order within the module. I strongly suggest that the TERMINOLOGY section be moved so that you establish a baseline before moving on.


(1.0.0) Module Overview and Introduction

Administrators in AGILE can have many different types of responsibilities. Some administrators are asked to manage, direct, and govern a domain while others are asked to edit items, schedule training, or run reports. Regardless of your role or privilege, to be successful you must possess a basic understanding of certain terms, features, and capabilities of the IC learning management system.

Enabling Learning Objectives:In the following lessons you will learn how to: 1. Define network availability and administrator restrictions 2. Explore AGILE identifying commonly used features on the Administrator user interface 3. Examine search features 4. Explain core terms and concepts that make up AGILE’s Learning Management Model 5. View and verify details of a User record 6. Maintain and edit Items 7. Monitor and manage registrations in a Scheduled Offering 8. Access, search, run, schedule and save a Report

Role: A distinct set of workflows that provides customized access to AGILE.

Notes to developers: Same test out option used throughout

(1.1.1) Getting Started: Networks and Restrictions

AGILE is a multifaceted and dynamic learning management system that enables you to create, modify, and track a wide range of information.

Before we get into the features and capabilities of the LMS, let’s start with some basic information that will lay the foundation for your understanding of the system.

Networks:

AGILE is available on four distinct networks (NIPRNet, SIPRNet, JWICS, & Stone Ghost). These distinct networks don’t always mirror one another. In other words, if you add, edit, or delete a record in one environment it doesn’t mean the change will be reflected in the other environments.

AGILE’s NIPRNet and Stone Ghost environments are standalone. There is no interaction with any other network. All user accounts, items, and interactions are maintained on each individual network.



"Workflow" is the better term here.


JWICS and SIPRNet are also standalone environments but through a series of customized interfaces, certain data like Items, scheduled offerings, enrollments, and facilities are regularly synchronized between them. This enables administrators to manage most of their learning activities from a single, primary network. For DIA (and most organizations), that network will be JWICS. This means when viewing, adding, editing, or deleting you should be doing so ONLY from your JWICS account. If you ever have any questions, reach out to the ADI FMLT team to confirm your operating environment.

Roles and Restrictions

Each administrator account in AGILE is assigned one or more roles that are configured with certain permissions and restrictions that provide customized access to data. Your interaction with the system is directly related to:

1. Your administrative role (Course manager, Registrar, Domain Admin, etc.), and 2. The domain to which you are aligned (DIA, DIA-MS-ADI, EUCOM, CIA, NGA, etc.)

We will discuss how roles are created later in this course. For now, it is important to understand that not everyone has the same access to the system.



First line supervisor will most likely not know the primary network.


(1.1.2) Getting Started: Landing Page and User Interface

Administrator Landing Page:

When you first log in to AGILE, you will automatically be directed to the User Home Page. In order to access the Administrative side you will need to click on your ADMIN TAB from your USER home page.

The two areas you should be concerned with are the Welcome Section and Quick Links Section. This screen can be reconfigured, so if your landing page is slightly different don’t be alarmed

The Welcome section (in blue) comes with a standard tutorial of the user interface.

The Quick Links section (in red) gives you access to whatever you do most. It allows you to take any command available from the Search textbox and create a Shortcut in the Quick Links area. This section is entirely configurable so as you become proficient in the system you can set it up how you like. To manage your quick links click on the pencil beside the Quick Links area header.

Administrator Interface:

There are four main sections on the Administrator interface:

Top menu frame (Red) which houses the various functional areas of the learning management system. The functional areas available to you depend on your administrative role.

Bookmarks and Recents Panel (Green): Bookmarks provide you with a method for saving and organizing database records that you access or modify most frequently .The section works similarly to the features you would find in a browser. Recents displays the entities you most recently accessed and is a great time saver.If you need more screen space to view the record you are working with, toggle off the bookmarks icon. Click the button again to restore the panel.

Content frame (Purple): This is your working area where you can search for, retrieve, view, and edit records. This area displays the content associated with your selection. Simply click a functional area from the top menu frame to cause the frame to populate.

Left menu frame (Orange): The left menu frame won’t appear until you select a button from the top menu frame. (When you first log into the system the landing page is the HOME page, and you can’t see the left menu frame from the HOME page. To activate the

Test Question # 2

Video: Administrators Home Page*Welcome*Getting Started*Four Sections of Admins InterfaceImage: M1L1_Four Different Frames w BoxesELO: Recognize and explain the four different frames in the user interface



I think we talked about this on the phone with Kelly and decided it would be best to remove the recents panel.

Rand Daniel L DIA USA CTR, 04/12/16,

The Top Menu Frame contains buttons to various functional areas.The Bookmarks and Recent Panel highlighted in green is to provide you with a quick and easy method for organizing database records and system entities. The records and entities that you need to access or modify most frequently should be listed here. Organizing your workflow allows you to skip the step of repeatedly searching for commonly accessed records. The left menu frame, which is ONLY displayed when you select a functional area from the top menu frame, displays a set of related menu options. These menu options open in a corresponding screen called the content frame (purple).The content frame is your working area. This is the primary section of your interface and where searches are conducted to retrieve, view, and edit records. Within each content frame there are two features; breadcrumbs and Help Icons.


When you first log in to AGILE with your administrator access, notice the two tabs at the top of the page (Home and Admin). These tabs allow you to navigate between the user and administrator interface. From this point on we will be working from the Admin tab.


Change that was previously noted! Didn’t carry over. This used to read a little differently.


left menu frame, make a selection from the top menu frame.

New Administrators: GUIDE ME If you are a new user and unfamiliar with AGILE, a really helpful feature is the guided mode. This tool provides less experienced administrators with a guided process for completing routine, multi-step actions. If you ever feel like you are lost, and you need help, enable this feature. Click the Preferences Button in the upper right corner (Gear Icon), and under preferences, click the checkbox for Enable Guide Me Mode and click Apply Changes.

HELPThe final feature on the Administrator interface that may be useful to you is the Help System. The help system is a glossary that covers all aspects of AGILE’s Learning Administration. Be advised the content in the Help feature is very generic and does not specify DIA or external business processes.

Test Question #3, 5,

Test Question #4



We are aware and talked about this. Change reflected.


The help is generic to the system. It will not provide business processes, custom fields, etc that are uniqueue to how DIA manages the AGILE LMS.


I don’t think this belongs here. This is an introduction to layout, no tasks are being performed. We moved this course introduction/welcome.


02_JA63_Admin_Navigation_v103_JA63_Admin_Searching_v1Successfactors Learning Search Guide



(1.1.3) Getting Started: Learning Record Composition

Learning Record Composition:

In AGILE you are going to find the screen layout of the various Learning Records looks and feels the same. That’s because each learning record is composed of three main areas.

The Core Area The Actions Area and The Related Area

These three areas determine the look and feel of all your user records, item records, curriculum records, scheduled offerings, assignment profiles, and catalogues.

The content and tabs located in each area is going to change based off the type of record you are looking at. For example the Core Area of the User Record is not going to be the same as the Core Area of the Item Record. They will be populated with different fields. The same holds true for the Actions Area and the Related area. You will have to spend some time exploring the learning records in the various functional areas, to know what you can and cannot do from that individual record.

Pay extra attention to collapsible sections. Each area will likely have a clickable icon or link that will give you more options. Look for words like “more” and view All.

As we go through this course, we will explain to you some of the tabs and options. However we will not discuss every clickable option. You will have to spend some time exploring the record. Furthermore, as you explore the LMS you are going to find that there is often more than one way of executing a task; what me and the other Administrators will show you is a way of doing things. It does not mean that it is the only way of doing things. In fact you are absolutely encouraged to develop your own shortcuts, navigation techniques and SOP’s!

CL When you first log in to AGILE you will be taken to the Administrator home page. The page is laid out into four main sections. Which of the following is NOT a section you would find on the home page?

a. Top Menu Frame

Pulled from question bank

See Assessment Plan for Details



This entire highlighted section seems to talk about the basic look/feel of a search screen. If so, this needs to be reworked. I will be happy to sit with you to figure out the best way to present the information.


What are collapsible sections???? “View More”????? Access to “extended summary”????


Summary and Extended Summary


b. Left Menu Frame c. Content Frame d. Bookmarks and Recents Panele. Help Frame

You can access the Guide Me feature on any group process from anywhere within the application. What is the purpose of the Guide Me feature?

a. Provide less experienced administrators with a guided process for completing routine, multi-step actions.

b. To open a chat window and get help from a live administratorc. Launch how to videosd. All of the above

True/False. You can personalize your administrator experience by configuring your home page?

True/False. A contractor is a User in AGILE.



(1.1.4) Getting Started: Examining Search Features

Examining Search Features:

Searches are filtered, criterion-based queries used to locate and access data within AGILE and they are critical to most workflows in the system.

There are a few rules about the Searching in AGILE that you should be familiar with:

Browser Buttons:

When conducting searches inside AGILE, it is best to use the breadcrumbs, hyperlinks, and buttons inside the LMS. You should avoid using the back/forward buttons in your browser because doing so will often cancel what you were searching for in the first place.

Complex and Simple Searches :

To complete most tasks in AGILE you must first conduct a search. Therefore it is highly recommended that you become proficient in the capabilities and techniques of complex and simple searches.

Simple Searches:Simple searches use between one and three criteria to locate records. In other words a few highly exclusive pieces of data are used to produce only one or two search results, thereby enabling you to find a record quickly. The key condition to using a simple search is that you must have a unique unique identifier:

For a user record search it might be the EmployeeID or UserID.For a scheduled offering record search the 6 digit SO #And for an Item it will likely be the item #.

To help you with your searches, remember that AGILE is a user based system. So regardless of whether you are a student taking a class, an instructor teaching a class, or an Administrator managing a class, you must have a User account.

And every entity is has a unique queue ID. So if at all possible, strive to use this information in your searches.

LNM pg 33

MSR:

Video: Screencast

Source: LA, pg. 34 and 35

ELO: Students explore capabilities and limitation of the most critical workflow element in AGILE, the search feature, by manipulating complex and simple searches, working with filters, and adjusting search-result displays.



Change made per Kelly’s comment.


“Browser Buttons” section should be moved to a section dealing with Navigation.


9/28/16: Since this topic is about 75% of the knowledge any user needs, I will take responsibility for rewriting this chapter.


If you don’t have the employee ID don’t worry you will still be able to locate a record it will just require a little more persistence You may have to perform several simple searches and really sift through records, but as long as you have the individuals first and last name you will be fine.

Complex SearchesThe second type of search, a complex search, occurs when you use an extensive number of criteria, operators, and text to locate a group of records. The diagram below will help you understand the basis for a complex search. 1: Search Fields 2. Operators (for a complete description of how to use each operator refer to Section XYZ)3. Text 4. Add/Remove Criteria

You might need to create a complex search, if you're creating an assignment profile and want to ensure that the assignment profile includes the users you're trying to capture. For a full list of what each operator does, please refer to Section XYZ of the Resources Section.

Saving and Retrieving Searches: If you find yourself running complex searches repeatedly, it might be a good idea to save your search. Saving and retrieving searched will not only increase efficiency and streamline your workflow but it will guarantee the consistency of search inputs. To Save a search: run a complex search query, click Save As, enter a unique queue search ID and description, and click Submit.



The difference between simple and complex searches is really subjective. My take is that a simple search involves fields without filters and that a complex search involves using additional filters. Hard to explain, but what you have tried here doesn’t quite work. The examples are too limiting.


We need a SME to provide a better example of when you would use a complex search.


It’s important to note that when you save a search the system makes the saved search available only for that record type. For example, if you save a search for users (Users>Users), then that saved search for users is not available when using other parts of the application. For example, the saved search is not available when you use the User Needs Mgmt (Users>Tools>User Needs Mgmt) or the Merge Users (Users>Tools>Merge Users) tools.

Using Filters:Each entity in AGILE has multiple attributes and you may find that some of the attributes are more useful than others in conducting searches. As such, you may want to apply Filters.

The search filter determines the contents of your results by listing only entities that satisfy all the criteria specified by your filter. For example, you may want to list only users who are part of a specific organization. You must specify the organization in a filter and apply that filter to the search criteria to see only those users that relate to the selected organization. This is beneficial for administrators because it allows them to search by specific criteria when exact ID is not known.

Adjusting Search Result Displays:You may, choose to review the results by specific fields not based on all of the attributes of the search result.

To adjust the display of your search results: 1. In the search results section, click Field Chooser.

The Field Chooser pop-up window displays. Use this window to determine which attributes of the listed entities to display in the search results and in which column.

The first column (1) always displays the record’s ID and cannot be edited. For some entities, the second column is non-editable as well. You can add and/or remove other columns. Select the attributes you want to display. In this example, we want to show the Job Location field in the third column and Active in the fourth column. Enter the number of the column from the left in which you want to see the data. (Note that the

Add an image here of the screenshot.



Removed per Kelly’s comment.


I’m not sure to what you’re referring here.


column number you enter is sequential (i.e., 1, 2, 3, 4, etc.) Click Submit to see your search results.



This entire section needs to be expanded and combined with the section on Learning Record Composition. Also need to address ADD/REMOVE CRITERIA.


CL Which of the following best represents the area you would select to establish a search filter? (Purple)

Which of the following best describes a simple search?a. A few pieces of data yielding a few results b. One piece of data with many resultsc. A search for an employee’s supervisord. A set of related filters used to define modest results

You’re conducting a search for a User record in Agile and you don’t can’t remember if the individual’s last name is Lang or Lane. You know his first name is Andrew. Which operator would you most likely use when conducting a search for the individual in AGILE?

a. Anyb. Is Empty

Pull from question bank



c. Containsd. Starts withe. None of the above



(1.1.5) Getting Started: Catalogs

Catalogs:Quite often students will have difficulty enrolling or viewing a course in AGILE and will reach out to the instructor/course manager attempting to understand why they can’t enroll or see a course in AGILE. In situations like this Administrators must be able to troubleshoot the access and availability of courses in the Catalog.

There are really three things to consider:1. the type of User Account the person has, 2. what Catalog(s) that individual has access to, and 3. what Catalog(s) the Item/Course is listed in.

The majority of the time the disconnect is due to the ITEM being in a catalog that the user doesn’t have access to. Becoming familiar with this graphic will help you determine what is/isn’t available to the end user.

If you aren’t able to locate this graphical aide when troubleshooting you do have the ability to pull up the User’s record or the specific SO record and view the catalog specific information.

**** Video on viewing catalogs *****

If a User doesn’t have access to the catalog the Item is listed in:

1. The Course Manager can either submit a request to update the catalog; allowing visibility to a wider range of students or

2. Manually add the student into the Scheduled Offering.

***Add Catalog smart graphic from Catalogs SM slide deck (LTWG-Tina) ***


Primary


Define what a catalog is, how it works, and how multiple catalogs can be helpful. Basically, if it’s not in an accessible catalog, you can’t see it.


Having a working knowledge of the various users and their ability to access catalogs will help solve a lot of problems when it comes time to register.



(1.1.6) Getting Started: Learning Terminology

Learning Terminology:The following list is an overview of the terms and concepts you will frequently encounter in AGILE.

For a detailed definition of each term simply use your mouse and hover over the word. Or you can view section XYS in the resources section. Spend some time familiarizing yourself with these common terms.

User may call it… Administrator may call it… Course ItemOverview Tab Cover PageItem Details Extended Summary (Core Area)Class Scheduled OfferingGrouped Courses CurriculumMy Learning Assignments Assigned ItemsHistory Items Completed

AGILE is a multifaceted and dynamic LMS that allows you to track a comprehensive range of information. make informed decisions about your environment, population, and resources.

User: an individual with an account in AGILEItem: a container for a unit of learning that can be assigned to a user and tracked for completionLearning Plan: a list of items that the user should or must completeLearning Event: a user’s completion or attempted completion of a learning itemLearning History: a detailed list of all the recorded learning events for a UserCatalog: A controlled list of items or materials that a user can self-assign or that can be assigned by an administrator.

Scheduled Offering: An item that uses resources for a distinct period of timePrerequisite: An item that must be completed before another item can be started.Curricula: A distinct group of related items that can be self-assigned or assigned by an administrator.



This chapter must be moved to the front of the course so you can lay the foundation for the rest of the course.


Note to developers: Apply hover state with definition to each.



CL *** Check on Learning / WIDGET / Drag and Drop ****

User may call it… Administrator may call it… Course ItemOverview Tab Cover PageItem Details Extended Summary (Core Area)Class Scheduled OfferingGrouped Courses CurriculumMy Learning Assignments Assigned ItemsHistory Items Completed

(1.2.1) Users: Exploring User Records

Exploring User Records

Duties:As a Course Manager your responsibilities will likely include locating, viewing, and managing various parts of the User record.

You will most likely not be editing any of fields in the record, but rather gathering atmospherics and checking for inconsistencies and incongruences.

You should pay particular attention to prerequisite data, learning history, and catalogs. Before we can begin talking about what to look for in the record, we need to understand first understand its composition.

Learning Record Composition As discussed earlier; the user record is divided into three main areas: Core Area (also called the Summary Tab) Related Area Actions Area

Core Area:

Hover feature:

User: A user is any person in an organization for whom past, present, and future learning records must be tracked. A user may be an employee or a contractor



These have been referred to as pods by various people. Need to confirm vernacular.


The Core area contains the basic information of the user record, including the user’s name, position, email, organization, supervisor, and job code. The core area, is also called the Summary or Extended Summary. If you hear any of these terms, understand they are synonymous.

When you first bring up the record understand that all fields won’t be displayed. For the Core Area, you would simply click on View All (located at the bottom left of the core area) to activate a pop up window. Once the Extended Summary is selected, you’ll notice additional administrative fields are displayed. Of note here is the Reset Password field all the way at the bottom. If a user needs his/her password Reset this is where the action would be performed

Related Area:The Related Area contains additional information regarding the user record. The related area displays a list of areas used most frequently. Again just like the Core area, not everything is displayed. Clicking More will show additional Related fields for you to action.

Appendix B contains a detailed list and description of the default displays in the Related Area.

Actions Area:The Actions area of the user record contains links to additional actions that you might want to take on the User Record, such as Copy, Send Notification, , , Registration Assistant Tool, etc. Again like the Core Area, in the Related Area you will not see all of the information unless you expand the section. For a detailed list of each section view Appendix C



Removed Per Kelly’s Comment: “Administrators are not allowed to delete users only inactivate them.”


Removed Per Kelly’s Comment: “Functionality isn’t utilized in AGILE...”


Kellys Comment 07/07: “Record configuration is only managed by CIO. This should not be in the training.”


Kellys Comment 07/07: “Pretty sure Course Managers cannot edit the basic information of a user record. This is because external users are not in their domain and DIA user information is managed by eZHR”


(1.2.2) Users: View and Review

Duties:Typically as a Course Manager what you are paying attention to is the accuracy/completeness of administrative data in the core area, the Items Completed (learning history), prerequisite data and the catalogs.

Becoming familiar with these sections is great practice because it acquaints you with the student. It gives you a feeling for the User’s background, what courses they have previously attended, what organization they are from, and what (if any) courses they still have to take. As a course manager you should be actively tracking your students and making sure they are set up for success prior to the course actually starting. Being proactive, monitoring enrollment, and checking the User record is a good first step to making sure the course starts off positively for the instructor and the student.

Viewing a User Record:When you want to view a User Record you should first identify what network the individual enrolled from. Doing so is beneficial for a couple of reasons:

1. It allows you to accurately verify information: If a learner is enrolling from a network that is different from the one your course is offered on, you will want to confirm that the data on the enrollment network is accurate. It is very rare that a student will enroll for a DIA course on anything other than JWICS, however it does happen. Just ensure that if the User Information report shows somebody enrolling from an alternate network that you check it.

2. Troubleshooting: Becoming familiar with atmospherics on other networks will help you to troubleshoot deficiencies more effectively. For example, if students are enrolling in a course from an alternate network, you will want to ensure your course is properly configured to allow this to happen (i.e. the configuration allows for enrollment from multiple networks). Coordinating with the Catalog Intake Manager will ensure you don’t run into any problems.

Running a User Information Report:To check the enrollment network that a User enrolled from:Admin>Learning> SO Search> Select SO> Click User Information Report (Actions area)

Again, running a User Information Report will help you make informed decisions about your

Image, LNA pg 68



We were talking about user records and then jumping to scheduled offerings to run a report about something unrelated. This must be moved to a section on managing scheduled offering enrollments.


Are we talking about meteorology or learning management? Please find a different word.


The report that Iran based on a scheduled offering did not show the registration’s origination network. HOWEVER, it does show the SSN in the clear, and this must be disclosed in the training as a warning!


Assigned items should be added.Specifically state that course managers cannot change core user information; it is view only.


course.

Reviewing a User’s Record:When reviewing a User’s Record you will to look at the items completed (ie the learning history).

To do this simply select Users > Items Completed (related area), and the frame to the right will immediately be populated with the learner’s history.

A couple of things to know about the learner’s history:1. Completed Courses: This provides good situational awareness for the course manager.

The CM is able to get a feeling for the various KSA’s the student has based of his/her learning experiences. This can be an excellent tool for conducting an informal learner analysis.

2. Prerequisites: Some DIA courses require students to complete prerequisites prior to enrolling. In such cases the CM needs to know which network the prereq was completed on because learning history and records are usually not syned between networks. This means that if a student completes a pre-req on SIPR but enrolls on JWICS they will have to either take the pre-req again on JWICS or reach out to the instructor/CM and ask for the requirement to be waived.

3. Exception to policy: There are times when a User who has not completed prerequisites, will reach out and ask to be enrolled into a course (deployment). In such cases and whenever there is an exception to policy, discretion is left entirely to the instructor.



Learning history (completed work) is not synchronized between JWICS and SIPRNET. For DIA personnel it is transferred from JWICS or SIPRNET to eZHR.


Change reflected.


Kelly Comment 07/07: “I think this needs some context that this is for troubleshooting why students can’t enroll in a course. It is confusing to be on the user record but be talking about pre-requisites.At some point it has to be discussed that learning history and student records are uniqueue to each network. Therefore if a student has completed a pre-req on SIPR but are enrolling on JWICS they will need to either complete the pre-req on JWICS or reach out to the course manager to get request enrollment since it was completed on a different network. A course manager can log into the non-primary network to verify has completed the pre-req there as necessary.”


(1.3.1) Items: Maintaining and Editing

Duties:Another major responsibility of the Course Manager is working with Items. Recall that an Item is typically referred to as a course. It is a container for a unit of learning and represents the smallest assignable unit that can be tracked in AGILE.

Your involvement with Items will include:1. Maintain Course Description field and Course Manager info2. Ensure data is accurate and up to date3. Ensure accurate representation in the Catalog4. Create cover page(s) (optional)5. Subject areas6. iCademy (Blackboard) offering management

Naming Convention:When dealing with Items, whether it be creating or searching there are a few things that you should know that help make your life easier.

The first is understanding the naming convention. Every item in AGILE follows a standard naming convention. Let’s take a look at an example:DIA – INT – 1000

In this example you will notice a set of alpha numeric numbers broken down into three distinct clusters. The first cluster is the organization. In this case you see DIA. (You may find courses from NGA, CIA, EUCOM, etc. ) The second cluster is the subject area. In this example we are looking at the letter INT, which stands for Intelligence General Overview. (you may see INP (Intelligence Production) INC (Intelligence Collection) or any number of subject areas) If you are ever unsure of the subject area or want to know what the abbreviations represent, check out Appendix XYZ in the resources section. The final cluster of numbers represents the Item Number. The item number is composed of a competency level and a course sequence.

The first number in the series represents the competency level of the course (1: entry, 2: basic, 3: intermediate, 4: basic) and the remaining numbers (two through four) represent the sequence of

Reference:Slide DeckScheduling Needs ManagementLearning Needs Management \\dodiis.mil\NE\DIAC\Shared\diac\Shared\HCL-1\HCL1 eLearning

Items, typically referred to as a course, are a container for a unit of learning and represent the smallest assignable unit that can be tracked in AGILE *** Add to glossary ***



Kind of a broad statement. While most domain administrators follow a strict ID standard, I don’t think we can state that “every” item follows the standard.


Better, “…understanding the item ID convention” or “standard”. Also, mention that the domain administrator or catalog manager is responsible for creating items and assigning item IDs. Once created they cannot be changed.


the course. Though you won’t actually be creating Items, you should still know the convention so you are aware of the composition and/or originating party of a course when you see it in AGILE.

Take the time to review the Item record to make sure all of the information is accurate and up to date. If you notice something is incorrect and needs to be changed you need to fill out and submit an Academy Services Request Form. This form can be found in the resources section as well as online.

Editing the Description and Course Manager Fields:Part of your duty is to make sure that the item record is up to date and accurate by maintaining and editing the Description and Course Manager information fields in the Core Action Area.

These fields can become stale when the scope or nature of a course changes, when instructors are added/dropped, or when administrative data changes. To change the information simply locate the Core Area (or Summary Area), click on the selected field, and begin typing. Remember that the Course Description will be prominently displayed wherever the course is listed so the description should be up to date, well written and accurately represented. As a course manager, this should be one of your primary lines of effort. Click SAVE when you have completed your edits.

Cover Page:Another option the Course Manager has with Items is adding a Cover Page .. This is an elective option that enables you to provide additional details in a creative and informative format.. This is an elective option and is seldom used, but it is a feature that is available to you. The Cover Page is essentially a user-facing, overview page that is created for your Item. You can choose from one of 3 layouts, and add images, videos, HTML, or any other information you like. If the Cover Page is active, users can see it when they view the Item details. To add a Cover Page simply click the option in the Actions Area of the Item Record; a pop up window will appear in your browser allowing you to customize the page as you see fit.

Accurate Representation in CatalogYour final duty as it relates to Items, is to maintain accurate representation in the Catalog. This should really be approached from two angles.

Need to locate this job Aid

Instructional Strategy:Screencast (video)

Need to add Academy Services



Are you planning to demonstrate how to create/edit a cover page? I believe this to be quite valuable.


WRONG! All new items in AGILE and most legacy items (prior to October 2015) have cover pages. A better statement:“This is an elective option that enables you to provide additional details in a creative and informative format.”


Take care of the order in which the information is presented. This info should follow the “Editing the Description…” section.


The first is to make sure you know what catalog the item is listed under. To determine the catalog information for the course you are managing, you need to ensure that you are in the Item’s Learning Record. Scroll down to the Related Area select the Catalogs link and wait for the content to populate. Note what Catalog the item/course is listed in and confirm or deny its accuracy.

The second angle you should consider (and this will alleviate a lot of your administrative problems) is, “What catalog(s) does your audience (learners) have access to?”

To find this out, navigate to Users in the top menu frame and select the User you are trying to look up. Once you have located the User Record, select “more” from the Related Action area. You’ll notice in the left hand column the Catalog Preview Tab; select it. Note what catalogs the User has access to. If these catalogs don’t match the catalogs your course is listed in, the User won’t be able to view or register for the course! 90% of the time when a User reports that they are unable to register for a course it’s because they can’t see or don’t have access to the catalog the course is aligned to.

Request Form

SHOW:To access the Item Record you would select Learning from the top Menu frame, then select the Item tab, and then enter your search criteria. In this case I would note the item #, 1000.

Once you have located the Item and brought up the Item record, you should locate the Core Area because as the Course Manager you will likely be responsible for viewing and editing particular administrative data, particularly the Description field and the Course Manager information field.

Although these are the only two fields you will be maintaining (Editing), you should still review the Item record to make sure all the information is accurate and up to date. If you notice something that needs to be changed you need to fill out and submit an Academy Services Request Form. This form can be found in the resources section as well as online.

Your final duty as it relates to Items,



I feel that you’re jumping from one functional area to another. We’re still in an introductory mode and need to make sure the course manager knows what’s included in a particular area before jumping about.There is a discussion about catalogs earlier. Make this part of that discussion.


Avoid making such statements….can you verify that 90% figure?


There is no online confirm/deny accuracy. This statement makes me believe that I could do so.


is to maintain accurate representation in the Catalog. This should really be approached from two angles. The first is to make sure you know what catalog the item is listed under. To determine the catalog information for the course you are managing, you need to ensure that you are in the Item’s Learning Record. Scroll down to the Related Area select the Catalogs link and wait for the content to populate. Note what Catalog the item/course is listed in and confirm or deny its accuracy.

The second angle you should consider (and this will alleviate a lot of your administrative problems) is:

What catalog(s) does your audience (learners) have access to?

To find this out, navigate to Users in the top menu frame and select the User you are trying to look up. Once you have located the User Record and select “more” from the Related Action area, you’ll notice in the left hand column the Catalog Preview Tab; select it. Note what catalogs the User has access to. If these catalogs don’t match the catalogs your course is listed in, the User won’t be able to find it and register



for the course!



CL Running a User Information Report is a good idea because it allows the CM a. To confirm the enrollment networkb. To locate deficiencies c. To determine the User’s security clearance d. To determine enrollment history

True/False. The course manager is able to edit and change information in the User’s Record.

True/False. The course manager edits the Description field and the Course Manager fields of the Scheduled Offering Record.

If a student wants to self-enroll for a course with prerequisites, what actions must be taken? (select all that apply)

a. Schedule the courseb. Seek approval from instructorc. Attempt to complete any and all requirementsd. All of the above

Questions randomly assigned from test bank

(1.4.1) Scheduled Offering: Monitoring and Managing Registrations

Duties:Your final responsibility as a Course Manager is to Mmonitor and manage Scheduled Offerings. The only things a CM can manage in an SO are enrollment and online content activation.

A scheduled offering is an instance of an item with time and resources assigned to it.Essentially scheduled offerings are instances of Items; think of a SO as a course with a time block (segment) attached to it.

Scheduling management and the entire process of scheduling items and assigning resources is very involved and beyond the purview of the Course Manager Role so we won’t get too involved. For the sake of the CM role, just know that the SO record is where you would add resources and restrictions (instructors, materials, etc)

If you want to know the methods and practices associated with SO’s please refer to the Domain

Scheduled Offerings:An items that uses resources for a distinct period of time.



A scheduled offering is an instance of an item with time and resources assigned to it.


The only thing a CM can manage in an SO is enrollment.


Admin and Registrar Module’s.

Monitoring:Your primary duty as is relates to a SO is to stay abreast of registrations; this means that you will be aware of enrollment statuses. The four statuses that you will need to become familiar with are Cancelled, Disapproved, Pending, and Waitlisted.

The other area that you need to monitor is the Core Area. Just like you did with the User Record, you are verifying accuracy of the data. It’s best if you expand the section and scrub the details. If you notice anything that needs to be corrected, as it relates to the SO, contact the LTWG and fill out the Academy Services Request formyour registrar or domain administrator.

Managing Registrations:If you don’t have a Domain Admin, not only will you have to monitor registrations but manage them as well.

To manage registrations, simply navigate to the Related Area of the SO Record and ensure the Registrations tab is selected. You’ll notice that the record is broken down into Enrolled and Non-enrolled. Those that appear in the right, under enrolled, have already been conferred.

The ones that are on the left, under non-enrolled, are the ones that require your attention. Generally a student who is unenrolled will assume one of the following unenrolled statuses:CancelledDisapprovedPendingWaitlisted

Be advised that you have to manage all of these statuses. This can be tricky because the system will INITIALLY only show you those individuals who are in a Waitlist status. You actually have to click on the drop down box beside Non-Enrolled to see all the other students and their status.

Toggling to other statuses (other than Waitlisted) from the dropdown box; allows you to see more students; the number that you see in parenthesis, represents the total number of statuses that



????? Is this a real status?


If you don’t have a Domain Administrator, you won’t have a course manager. In small shops, you may be performing CM duties as part of the DA activities.


Not sure why LTWG would be contacted for an SO issue. This is a registrar issue.


What do these mean? If you introduce them, explain them right away.


need actioned.

Disenroll /Change the Registration Status To change the registration status of any individual you can take advantage of the drag and drop feature. Simple select a tile with the Users name and move it from unenrolled to enrolled or vice versa.

You can also change the registration status by clicking on the user Icon or by hovering over the individual’s name. Either way will give you a pop up with a yellow dialog box. Inside the yellow dialog box you will have the option to click the modify button and change the User’s status. When changing the status, if the system identifies a discrepancy it will warn you. You’ll receive a pop up alert noting you that something has been flagged. This could occur if a user hasn’t met the prerequisites, if a registration cut-off date conflicts with the date of enrollment, or if the individual doesn’t have an email address on file to receive notification(s).

View Roster:Another common action you may perform is the View Roster. It is common practice for an instructor to have students sign in for a class during the morning and then again in the afternoon. This is typically done on a roster. This clickable link provides an alpha roster with a space for each student to sign his/her name.

To access the Roster or to produce a sign in sheet, simply click the View Roster link in the Actions Area of SO record. Let the report run in the background and eventually a PDF file will be delivered that shows all users who are enrolled for that Scheduled Offering.

When the course is complete, the Course Manager or the Instructor must remember to send a final class roster annotated with completion status to ENROLLS. The ENROLLS team will use this report to award the student completion credit.

Remember if you need access to information beyond the students standard name line, use the User Information Report.

Notifications It’s important to understand that whenever a User’s registration status changes or they are scheduled into an offering (either by themselfthemselves or an administrator) the system knows

Show: The first step is to choose the action you want to take, in this case select Register Users, and click Next. The next step is to select the



This should be its own section. There are a lot of capabilities that could make this almost a stand-alone course.


This report contains SSN. SSN may be removed from future AGILE release.


The term is “unenroll”.


to send an email.

The email notification, known as an ad-hoc notification, is automatically generated and is sent to supervisors, instructors, students, and any contacts associated with the offering.

When dealing with notifications, you as the Course Manager, have the option to:a. Use the default system generated notificationb. Create your own email notification[c.] Search for and modify an existing template

Each option has its advantages and disadvantages but suffice it to say the auto-generated ad-hoc notification email will work just fine the majority of the time.

If you don’t want the default email, you can modify a template from the Related Area’s Notifications Tab: (Learning >Scheduled Offerings>More>Notifications tab). There is a lot of HTML and proprietary code on this page, so if you don’t know code, it i’s best you leave it alone. The other option is to use the Notifications wizard in the Actions Area of the SO Record (Learning>Scheduled Offerings >Send Notifications). The wizard will walk you through a step by step process for creating a custom email.

Custom notifications are appropriate if you want to modify the original email message, attach a document (syllabus, welcome letter, etc), or send a batch email. Just understand that everyone who receives the “enrolled” status will get the custom email.

If you want to change the original template notification to another existing template that is relevant to your course, simply select the option to search for an Email Template in Step 5 of the Wizard.

Register Users into a Scheduled Offering

Self-EnrollThere are two ways to think about enrollment

a. Self-enroll

scheduled offering by either entering the its ID or by typing its name. You may also click the magnifying glass icon to search by item ID, item/ schedule block ID, or by title. Next, choose the individual users that you want to enroll by selecting the add one or more from list icon. Here you can search users by keyword, user ID, organization, or job location. Select the users you want to enroll and click Add, then select Next. Here you can enter comments that will display only to the system administrator, not the user.



Insulting! Change the wording.


Not recommended. This is very kludgey to use and manage.


No….this is NOT an ad hoc notification. It is a standard notification sent automatically by the system. An ad hoc notification is manually created thru the “send notifications” button or feature.


b. Special approval

The majority of the time when courses are stood up, the student will be allowed to self-enroll and the course manager will have to monitor registrations and assist with the changing of enrollment statuses (we covered the 4 statuses just a little while ago).

Special Approval In those situations where the Instructor or Course Manager requests that an approval process be implemented, the student will NOT be allowed to self-enroll.

There are various reasons for selecting whether or not to implement an approval process (high demand for course, target a specific demographic of learners, etc) and it is ultimately the discretion of the Instructor/CM which determines whether or not this will occur.

If an approval is required, registration will have to occur manually. There are two methods for manually enrolling a student into a scheduled offering:

1. Direct Enrollment 2. Registration Assistant

Direct EnrollmentDirect Enrollment is an appropriate method to use when the administrator needs to address issues on a rolling basis, particularly whenever RFE’s (Request for Enrollment) are received. To Register Users into a Scheduled Offering via direct Enrollment, ensure that you navigate to Learning>Scheduled Offering>Registration (Related Area).

Registration AssistantThe Registration Assistant is a tool that helps streamline the process of registering users into a S/O. This expedient tool enables you to register users, withdraw users, or reserve slots for an organization’s users, or add slots to an offering.

This tool can be useful for administrators who have the responsibility of registering users for offerings but don’t have any setup or maintenance responsibilities of the offering itself.

Additionally, if as an administrator, you are registering multiple users who report to the same



Provide some more concrete examples, such as when a user cannot self-enroll, or when a student is being granted enrollment despite not completing prerequisites, or override cutoff date.


Incorrect. Approval required is different than direct enrollment and using the registration assistant.


Incorrect. I think what you’re referring to is APPROVAL REQUIRED and PENDING status.


supervisor, that supervisor will only receive one confirmation email rather than separate email for each individual enrolled.

To use the Registration Assistant, navigate to Learning > Tools > Registration Assistant.

The degree to which you will be involved in Registrations is directly related to whether or not you have a Course Admin.

Note:Course admins are a hybrid role for DIA and deal with registration and enrollment issues, particularly those courses that require special approval.



Yes Good point thx.


Would say Course Admin versus Domain Admin. Are the course admins covering most of the DIA courses or is it still Course managers? If it is course managers, then I wouldn’t mention course admins.


36_JA63_Admin_RunReportsBasicTasks_v1

Practical Exercise:Agile_ Reports-Run_Admin_Reports

Image: Screenshot of Reports Dashboard

Video:



(1.5.1) View, Run, Schedule, and Save Reports

Reports: AGILE enables Administrators to run a variety of reports on many different aspects of training. There are specific reports that Course Managers, Registrars and Domain Administrators will use on a regular basis.

In fact this feature has a searchable dashboard that enables you to locate, run, import, export, and schedule over 100 different types of data reports. To view these reports you will start from your AGILE ADMIN tab Home Page. On the far right hand side of the screen you will want to select the Reports icon located directly next to the References Icon.

When you first navigate to the Reports Page AGILE will start you off on the Saved Reports Tab. There are three reports tabs in the reports sections Saved Reports/Reports Job/Scheduled Reports. Saved Reports Tab are reports that you run a regular basis. In the Reports Job Tab there is a directory of over 100 reports that are already created that you can choose from. Scheduled Reports are reports are recurring reports you can program to run on a regular basis.

For the most part as a Course Manager you will most likely only run the reports we previously discussed:

1. Student Roster Report2. User Information Report3. Item Completion with Domain and Directoate4. Certificate of Completion for Offerings

And yes you are able to run both of these reports from within the scheduled offering. I am showing you an alternate way of running reports in case you are asked or would like to run something different.

The reports feature is relatively straight forward. However there are a couple things you should be aware of:

After you enter your Item ID, SO #, or search criteria, you will be given the option to run, save, schedule or reset.

36_JA63_Admin_RunReportsBasicTasks_v1

Practical Exercise:Agile_ Reports-Run_Admin_Reports

Image: Screenshot of Reports Dashboard

Video:

When you access Reports from the Top Menu Frame you are taken to a searchable dashboard where you are able to locate, run, import, export, and schedule over 100 different types of data reports.

To access Reports, select the button from the Top Menu Frame. You will be taken to a searchable dashboard where you are can to locate, run, import, export, and schedule over 80 different types of data reports.

*Note, you can enter the scheduled offering from Learning Tab by selecting the Item or Scheduled Offering Tab. For the Item Tab you will need to have the Item #, for the Scheduled Offering Tab you will



Not sure this is entirely true. Course managers have access to a much larger number of reports. The Roster and User Info reports are important, but you should also mention the CERTIFICATE OF COMPLETION (available only after the offering is completed and completion status recorded by the registrar) and CERTIFICATE OF COMPLETION FOR OFFERINGS which provides an opportunity to print certificates for distribution at the conclusion of the offering.Based on this info, I’d recommend changing the knowledge check question regarding reports.


Running a report:If you are going to run a report: Run large reports during off-peak hours. Running a report at the wrong time can result in a long queue and potentially bog down or tie up the system.

When you elect to run a report, your report will immediately enter the queue. This action is performed from your browser in a pop up window. Whatever you do, do not close this window, doing so will cancel your job. If you don’t want to wait simply follow the on screen instructions to have the report emailed to you when it is complete.

Scheduling a Report:You do have the option to schedule a report and have it run at a scheduled time (ie when your course is complete). This report will automatically enter the que queue on the date you specify, and email it to you once complete.

Saving a report:If you anticipate having to run a report on a routine basis it may be a good idea to set it up and then save it.

need to have the scheduled offering #.

If you want to look for a report and are unsure how to capture the data you need you can use the category feature located under the Search block. The category feature allows you the ability to select from 11 different categories of data that can be pulled. You will also need to select which type of job you want to run the report as. The job categories are displayed directly underneath the 11 categories and there are only two you will choose from.



Need to add time-of-day restrictions on scheduling background reports: M-F between midnight and 0500 EASTERN time. Background reports can be scheduled 24-hrs SA, SU, and XMAS Day.


CL Which of the following best describes the duties and responsibilities of the course manager? Select all that apply.

a. Send Ad hoc notificationsb. Manage Registrationsc. Edit Catalog listingsd. Monitor Registrationse. Run reports

How many reports is the Course Manager responsible for?a. 1b. 2 c. 3d. 4e. 5 or more

What must the course Manager do after a scheduled offering is complete?a. Run a course completion report distributing and archiving the data per department

SOP.b. Close the scheduled offering, run a closeout report, and email students their certificate of

completion.c. Close the scheduled offering, remove the course from as a scheduled offering, and email

students their certificate of completiond. Run a user information report, close the scheduled offering, and distribute/archive

department data per SOP.

Which if the following statements about an Item is true? Select all that apply.a. A container for a unit of learningb. The smallest assignable unit that can be tracked in AGILEc. Typically thought of as a Coursed. A distinct group of related entities

What are the Course Managers responsibilities when it comes to managing Items?a. Maintaining and Editing the Description and CM fieldsb. Editing all data in the Core Area’s Extended Summaryc. Editing the course catalog



I don’t understand this statement.


See above comment regarding reports. I recommend changing or replacing this question.


Are there any scenario-based questions that may be presented here? How about something like:Erica Student has not completed the prerequisite to Course X, but has demonstrated the knowledge, skills, and abilities to enroll in Course X. Which of these choices is the best way to handle Erica’s situation? Tell her to complete the prerequisite anyway, then self-enroll. Directly enroll her using the Registration Assistant and tell the registrar to grant her COURSE WAIVED PREREQUISITE credit for the prerequisite. Tell the registrar to grant her COURSE COMPLETE credit for the prerequisite so she can self-enroll. Tell her that her supervisor must enroll her in the offering.I also recommend a matching-type question about terminology and symbols (icons).


d. Creating Segments

Use the example below to fill in the blanks the following questions:Example: DIA – INP – 3261

Agency Code: ___________ Answer: (DIA)What is the Item #: ___________ Answer: (3261)Competency: ___________ Answer: (3)Subject Area: ___________ Answer: (INP)Sequence: ___________ Answer: (261)



GNI Generalize New Information

Congratulations!

In this module you learned how to: Explain core terms and concepts that make up AGILE’s Learning Management Model Navigate through AGILE by identifying commonly used icons on the Administrator

interface View and verify details of a User Record Manage documents Manage Instructor Led Items Manage Scheduled Offerings Access, search, run, schedule and save a Report

It is recommended that you perform the key administrative tasks found in Appendix A of your student guide. These tasks will help improve your familiarity with the Advance Global Intelligence Learning Environment.

Please proceed to take the end of module exam!

Job Aids: Adding Removing Search

Filter (LA pg. 34) Select from list (LA pg 35) Saving your individual

Search (LA pg. 36) Adjusting the Display of your

Search Results (LA pg. 37)03_JA63_Admin_Searching_v1

04_JA63_Admin_UserRecord_v1

\\dodiis.mil\NE\DIAC\Shared\diac\Shared\HCL-1\HCL1 eLearning\Transfer\Rand\AGILE\Course Manager

--- Source for job aids

End of Module *** FINISH ***

End of Module Exam Exam 1a or Exam 1b Refer to Assessment Plan and Questions

Practical Exercises Locate and View a User Record



This was not presented in the module.


Run a User Information ReportAdding information to an Items Core Area

Change Registration StatusDisenroll a User

View a SO RosterSchedule a Report

(U)

**** Page intentionally left blank ****



Module 2: Registrar

Lesson Duration: 75 minutes

Delivery Method: Web Based Training

Lesson Description: Upon completion of this lesson, the learner will be able to: Provide learners with the knowledge and skill to successfully administer a domain Provide learners with the skill set to effectively troubleshoot LMS issues

Lesson Objectives: Upon completion of this lesson, the learner will be able to: Items: Understanding, Creating, and Managing Scheduled Offerings: Creating, Configuring, Registering and Closing Recording Learning Recording Learning Users: Creating, Managing, and Updating Assigning Items and Curricula to Users

(U)Topic Key Points / Supporting Details Instructional Strategies /

Multimedia Elements


Longshaw Patrice C DIA USA CTR, 10/04/16,

Ask Michael Resnick if he is including this information.


(2.1.1) Items: Understanding, Creating and Managing

As an administrator you may have to assign learning. This means that you have to understand how to create, add, and edit Items. This section provides you with detailed information about what an item is, what the four classification types are, and how to manage Online and ILI items.

Understanding Items and ObjectsItems are best thought of as a container for a unit of learning. And each container (Item) is made up of much smaller units called Objects.

These smaller blocks, (known as Objects) serve as the foundation for an item and are typically files like a PowerPoint, a Word doc, a Web Based Training (WBT), a PDF file, a webpage, etc.

A collection of any number of smaller Objects. make up an Item in AGILE. The four different types of items AGILE :

Instructor Led Items (ILI)Blended ItemsOnline Items andOther Items

In this module, we will only cover ILI and Online Items. ***It should be noted that it is rare for anyone to create Items other than the Catalog Intake Manager. ***

Instructor Led ItemsILI includes any kind of classroom based training (to include remote sessions like IC Connect) that will involve an actual physical instructor and a segment (time).

To add an ILI in AGILE you will navigate to:Learning>Items>Add New

From there you will be guided through each step of the process by the Item Wizard. The process is relatively straight forward. However there are a several things that you need to pay extra attention to.

b1408_Learning_OCM_Horz, pg. 27-48

b1405_Learn_LNM_Horz pg. 6-41

Image: M2 Item classifications

Note to developers: bring attention to Scheduled only

Item: A container for a unit of learning that can be assigned to a user and tracked for completion

Objects: a record that serves as a building block for an Item

07_JA63_Admin_ItemAddNew_v1



I would mention the two custom columns regarding the Clearance needed to take the course and the Classification of the Item. These two fields along with Domain are required if you want the Item to sync to the non-primary network.


Probably more accurate to say that Registrars and Course Managers are not likely to create items given their roles.


[1.] All items must be assigned to a Domain at the time of creation. Make sure when you are creating your item that you assign your item to a Domain; do not leave it in the public domain.

[2.] The second thing to be aware of is the ITEM ID. Ensure you follow the standard nomenclature and naming convention that was covered in Module 1. You will not be able to edit this later.

[3.] Third you always want to ensure the two customs fields regarding the clearance needed to take the course and the classification of the item are filled out. These two fields along with the “Domain” are required if you want the Item to sync to the non-primary network.

EX: For example if a course is classified at the TS/SCI level and requires a TS/SCI clearance to attend, the Item will only be available to students to register via JWICS and not on SIPR or NIPR systems if clearance, classification, and custom are not filled out.

Segments:Another thing that you need to become familiar with as it relates to instructor led items is Segments.

When ILT items are set up, a “segment” is provided on the application. This segment area defines how long the ILT is going to take to complete.

Enter the day the segment will be scheduled, for example the first day of the item is Day 1. If the Item is scheduled for consecutive days, the subsequent days would be 2, 3, 4. You may choose to copy segments rather than adding a new segment for courses that run for weeks or months. Essentially Segments are used to build out the actual training schedule in AGILE by putting instances of the ILI on the calendar. The extent to which you build out a Segment and assign resources (equipment, locations, etc.) is entirely optional. The only required fields are Day and Duration. You will have opportunities to configure

Item Record Areas

LNM Pg 17

Item Key (pg 12)

A defining characteristic of ILI is that completion is manually entered, tracked, and recorded in the system (hence the need for the Course Manager to run the Course Completion Report)



Better:“When the item is created using the Add New Item wizard, the systems asks how many days and how many hours per day the course meets. These questions set up the default segments that define how the course will be scheduled. A one-day course will most likely have one segment. A three-day course will most likely have three segments, and a course that meets 4 days a week for 10 weeks will have 40 segments.“


Why? What will happen if left in Public domain? Explain clearly.


resources later if you elect to not do it here.

In case you were wondering, it’s not until a scheduled offering of the item is created that you will actually specify a start date, start time, instructor, training location, and specific equipment.

So in sum, create the ILI, manage the configuration (segments) and get it on the training calendar.

Create Online Items The other classification that you need to be aware of is Online Items. Again, it is highly unlikely that you will ever create or manage an Online Item, however the possibility does exist therefore we will take a few minutes and explore how to create and manage them.

Online items are those items that consist entirely of online content objects. Also known as asynchronous events these items enable users to access the event at their own convenience. These type of items don’t have an instructor or time associated with them.

Once the basic information is entered for creating the new item, the content for this item should be selected from one or more of the following choices:Add Content Object (assigning of individual content objects)Add Folder (grouping and sequencing assigned content objects)Add Exam Object (references a LMS exam)Add Content Package (Adds multiple objects to the item content structure; a grouping of content objects and/or exams/surveys)

Creating Content Objects:Typically an item will have a single content object or an exam object, but it may contain any number of both. The decision to add multiple folders and/or objects is based on the desired complexity of the Item. In these type of situations, the stakeholders will have already thought this through and know how they want their course configured.

When you’re creating objects what you are attempting to do is reference a file so that it can be retrieved later by the User. The actual learning material, the content itself, will



have to exist somewhere on the server. This is usually done by the Content Manager so if you can’t find the pointer file, begin you’re troubleshooting efforts by ensuring the file has been uploaded to a public location.

Note: It is possible for you to create an Object (document) and not have specified the location (as AGILE does not make this a required field). There may be certain conditions where this is desirable, however know that object will be null.

Item Settings:Once the online structure is determined, you must go in and configure the item settings and there are a multitude of features that you can configure and enable. You can elect to launch online content in more than one language, configure the number of failed attempts for a quiz, or conditionally approve a learning event (only if a user successfully completes some or all WBT, Exams, reading of policies, etc). AGILE is rich in features when it comes to creating and managing online items so take the time to explore and become familiar with Online Items.

Managing: ***SHOW ***

Copying an Item:If you have courses that are similar in data and resources, it may make sense for you to use the Copy tool. Copying an Item allows you to copy related data and prerequisites while modifying the Type or ID. The tool can be accessed from the Actions area on the Item Record.

Revising an Item: (DO)When content of a course changes dramatically, an organization may require its employees to retake attend the new and revised course.The Revision Assistant enables you, as an administrator, to create a new version of the item for all users who:

Are required to complete the item as a part of a curriculum Have the item as a free-floating assignment

During item revision, AGILE creates a new item record where the item type and ID of the new item are identical to the original. The revision date/time is the updated portion of

Already covered and introduced Objects. A rollover of what an Object is would help. Or a clickable link to the glossary. Need a cross reference here to reinforce an earlier concept.

Object: content object is a pointer to a single, launchable file



the item key.

After the revision process is complete, you should manually render the old item inactive or check this option during the provision process



CL List the steps of the Content Management Lifecycle in Order. (word bank)[1.] Create the content [2.] Upload the content to a public location (e.g., content server).[3.] Identify the content type and its location.[4.] Add content objects/content packages in AGILE.[5.] Add an item in AGILE.[6.] Assign the online content to the item during item creation [7.] Test the online item from a user perspective[8.] Assign the item to a catalog and/or to the user’s To Do List (Learning Plan).

What two fields are used to define Segments at the Item level?[a.] Time and place[b.] Day and duration[c.] Time and duration[d.] Duration and place

True/False. Content Objects are the smallest assignable unit in AGILE and serve as the building blocks for Items.

True/False. It is highly likely that multiple roles will be creating and managing Items in AGILE.

Content for an online item may be selected from all of the following except:a. Add Folderb. Add Content Objectc. Add Exam Object d. Add Scheduled Offering Package

What are the two item types that the Registrar needs to be concerned with?[a.] ILI and Blended[b.] ILI and Object[c.] Online and ILI[d.] Online and Blended



(2.2.1) Scheduled Offering: Creating, Configuring, Registering and Closing

Creating a SO Scheduled Offering (Primary: Practical Exercise)After you create the itemsitems are created and are available in AGILE, the next step is to schedule them for a specific date, time, and location in order to manage resources and track user registration. This process is known as creating a SOSCHEDULED OFFERING.

You can add scheduled offering’s from four locations: From the Aadd SO Scheduled Offering quick link in on the Welcome page By typing Add Scheduled Offering into the Search field From the Item record (the Schedule link in the Actions area) Or by Navigating to Learning > Scheduled Offerings and click the Add New link.

All four locations run a tool that provides a wizard interface, a schedule preview, and a resource usage view to help you create the offering.

There are a number of fields that get configuredmust be populated during the creation of a scheduled offering to include start dates, start times, time zonees, and facility, lies/location, and instructors. Establishing the SO record is a meticulous process and requires attention to detail. Perhaps the most important field that you need to pay attention to is the sync registration. This field must be set to Yes if you want students to be able to register on both JWICS and SIPRNET. Ensuring the registration sync is set to Yes not only opens registrations on other networks but will also automatically assign the approval process to S/O’s on other networks.

To do this make sure you are in either the Core Area of the Item record or the Core Area of the S/O record. Expand the Core Area by selecting view all and note three fields: Classification Required (summary) Security Clearance Required (summary) Sync (extended summary)Ensuring that all three get populated will in order for the S/O or Item to be synced across networks.

Configuring:Establishing the scheduled offering record is a meticulous process and requires attention to detail.There is a lot of information to configure in the S/O record and most of it is done by the Domain Admin. However there are a few things the Registrar is responsible for.

SO’s are essentially an Item that uses resources for a distinct period of time. has been scheduled and placed on the training calendar with a specific start date, start time, and contains at a minimum one segment.



Would highlight the Sync Registration field. This field should be set to Yes if you want students to be able to register on both JWICS and SIPRNet.


The first is iIn order to finish creating the offering thea Segment(s) must be configured. Think of a Segments as a block of time within a scheduled offering. And everyEvery S/Oscheduled offering must have at least one segment. To configure a S/Oscheduled offering click the Segments tab in the related Related aarea of the scheduled offeringSO record, then click on the actual dated segment. The Edit Segment window will appear and, if they are not already populated, you will be prompted to fill out the mandatory fields: Start Date, Start Time, End date, End time, and Time zone. (pg 28 of SM). Once this is complete, the SO scheduled instance offering will be placed on the calendar and tracked.

Note:Also, in the Edit Segments window there is an option to add Resources. Usually the classroom and instructor information would have already been entered while using the wizard to create the scheduled offering, however, you can add additional facilities, locations, equipment, instructors, etc. from the Edit Segments window of the scheduled offering record.

The other section of the scheduled offering that needs to be configured is the Extended Summary. In order to see the Extended Summary, expand the Core Area by selecting View All and configure the following three fields:

1. Self-Registration (allow self-registration Yes or No)2. Sync Registrations (allow registration on SIPR Yes or No)3. Registration Cut-Off Date and Time

Ensuring that all three get populated will ease the registration process of the Users over both, JWICS and SIPRNET networks.

Perhaps the most important field that you need to pay attention to is the sync registration. This field must be set to Yes if you want students to be able to register on both JWICS and SIPRNET. Ensuring the Sync Registrations field is set to Yes not only opens registrations on other networks, but will also automatically assign the approval process to the scheduled offering on other networks.

Note:Towards the bottom of the Edit Segments window there is also an option to add

SM, pg 32Segments: A unit of time within a scheduled offering; must have at least one segment, used primarily for resource management.



Not sure if this is supposed to stay here.


Resources. Again this will be done primarily by the Domain Admin because most Registrars do not have permissions to add anything. However if you needed to, you would add facilities, locations, equipment, instructors, etc. from the Edit Segments window of the SO record. Editing Segments:As an administrator you have the ability to Edit Segments. If you recall, when you initially created the Scheduled Offering in the wizard, you were not required to completely configure the segment. You entered a start date and a start time and then prompted to go to the next screen.

The system automatically generates a default segment structure for you so that it can create an occurrence of it in AGILE. You may have to go back in and Edit the segment to it is configured with an end time. Similarly you may want to go back add several segments to the offering. To Edit a Segment simply select the Segments tab from the Related Area of the SO Record and double click on the Segment you want to Edit. The Edit Segment window will appear enabling you to make adjustments as necessary.

SHOW: Images

Adding Resources to Segments:Once the Scheduled Offering is established, it is configured with at least one segment, you will likely have to go in and assign resources.

You want the scheduled offering to be populated with a lot of information so that it can be stored as a detailed and accurate record in AGILE. And sometimes when the SO record is established it is not set up instructors, locations, etc and the reason for that could simply have been the information wasn’t known. Or it could be that it was an oversight. Whatever the situation, as a Domain Admin you have the ability to go into the record and add resources.

The only resources AGILE lets you add from the SO wizard are facility, primary location, and primary instructor. Please note that the system will generate a warning message if resources have been allocated elsewhere. In some instance you are able to override this warning, however it’s not a good idea to blindly override the system warning without first

Learning > SO > enter SO ID # > Clear the date boxes “after” and “before” > Search > Find the name of the course and click Edit > Click on close the



Moved from 3.1.1, but may not need this section anymore. Registrars are the ones who do this function.


investigating the reason why.

In cases where you have more than one resource, you can establish which one you want as the Primary. This lets other Admins know which constituent has the greatest priority for the course and which ones they could potentially use as a contingency.

Canceling an Offering: If a scheduled offering that has been created cannot be delivered, you may choose to cancel it. This process allows you to move any users who are registered with an Enrolled, Waitlisted, or Pending registration status to the request cancelled users list for the itemscheduled offering. Any incurred costs associated with the scheduled offering being cancelled can also be calculated (see the Commerce Management guide). Cancellation of a scheduled offering also prompts you to notify users and their managers of the cancellation.

Cancelled scheduled offerings that were previously available to users for self-registration are no longer available. Click Cancel the Scheduled Offering in the Actions area of the scheduled offering record, or navigate to Learning > Tools > Cancel Scheduled Offering.

Adding and Reserving Slots in a S/O Scheduled Offering Slots are can be reserved for organizations, enabling only users who belong to the organization to self-register in the slot (if self-registration is enabled). If the offering is full, but slots are remaining, users who are not a member of the organization may only join the registration as waitlisted. You may manually can register any user against a reserved slot.

Click the drop-down arrow on the Add To Users Registration Menu button and select Add Slots select from the drop-down menu. Once slots are reserved, the number of open seats decreases by that number. For example, if there are 15 seats available in the class and you reserves three slots, 12 seats remain available for other users.

Registering:Now that the scheduled offering is configured, you can register users.

SO > click Next > click next> click finish > click return to SO > you’ve just closed the SO, confirm beside the comments box that the sign reads closed: yes

Cancel the Offering:



There are a few things that you need to know about registeringways that a user can be registered for scheduled offering:

Users can either self-register or Users must may be prompted to follow the a special approval process or You can manually enroll them

Self-Regist ration er : Self-registration means that when the SO scheduled offering is created users are able to enroll freely, without permission. This is the preferred method for WBT web-based training and self-paced courses. Be aware that Users are able to self-register for any course unless there are established registration parameters.

Special Approval Process:

Registration parameters are defined configured in the Core Area of the SO scheduled offering record by two fields: Approval Required and Approval Process

If the instructor wants/requestsrequires conditional enrollment this is known as having, a special approval process can be implemented.

In the Core Area of the scheduled offering, tThe Approval Required field must be set to yes, and the Approval Process should be specified from the drop down menu.

Manual Enrollment:

The final option is the Course Manager or Registrar may manually enroll a student. If it is determined that the student must be manually enrolled, first click on the registration tab in the Related Area of the S/Oscheduled offering record. SAnd select the add Users from

the Add-Drop down Menu ,. Here you would find the desired User, select the



proper settings, and remember to save before closing out the window.

Note:If a student attempts to enroll in a special approval course he will either be denied or put into a pending status until an administrator manually enrolls the student.

Closing the SOScheduled Offering: ** SHOW ***So far we have learned how to create a scheduled offering, edit segments, and now we need to learn how to close the offering.

Closing the offering allows the student to receive credit for the training. It finalizes all transactions and allows AGILE to communicate with other parts of the database so the student may be awarded credit. As an administrator you must get in the habit of adding incorporating this procedure; failing to close a S/Oscheduled offering will likely lead to complications when awarding completion credit.

To close the offering: ** SHOW ****** pg 5 of Registrar SOP ***

Note:The trigger for you to close out the SO is the completion report. Course Managers/Instructors will need to send the names and completion statuses to ENROLLs the Registrars as soon as possible upon completion of the scheduled offering so that they may conduct closeout procedures and award credit. This was talked about previously but it might be a good idea for the course manager or instructor to send the completion report or sign in roster, so youReceiving the roster from the Course manager/instructor is really the only way to know the names of the individuals who will be receiving credit.



If it’s to be added I just need the documentation or a quick conversation on the context.


Course Managers/Instructors send the names and completion statuses to ENROLLs. The scheduled offering won’t be closed until ENROLLS receive that information. Do we need to talk about Blackboard?


Not sure why this is mentioned here. Wouldn't the completion report be run after everyone receives credit?


CL What is (are) the triggers for you to award completion credit?a. A certificate of completionb. A transcript of the Users Learning Historyc. A final class roster or course completion rosterd. All of the above

True/False. Registrars are responsible for assigning resources.

Is it possible to award the student completion credit without first closing the SO? Yes/No

Which report would you run from the SO record if you wanted to view a User’s social security number?

a. User Information Reportb. Class Rosterc. Summary Datad. A and B

(2.3.1) Record Learning The Record Learning (completions) feature is used when students need to be assigned credit for a scheduled offering, or another an item outside of the original scheduled offering(s).

These scenarios typically occur when students attend and complete a course out of cycle. In other words the Registrar must manually go in and record completion of the learning.

A Registrar wouldcould likely find themselves manually recording learning status assignments whenfor the following:

1. All instructor-led training2. a User is getting ready to deploy and needs training before the next available

scheduled offering [2.] Iif a student attended a course and had to withdraw for extenuating

circumstances[3.] If tthe instructor has made arrangements with the student and needs the

Registrar to make manual adjustments



After a roster is turned in, the SO is closed, and credited directy on the record using the same Actions Area that was used to close the offering.


This question should be moved to the applicable section.


This is true.


There are two considerations an Administrator mustAdministrator must be aware of when recording completions:

1. Users who have completed a SO2. Users who completed an item not associated with a scheduled offering

The second scenario typically occurs when students attend and complete a course out of cycle. In other words the Registrar must manually go in and record completion of the learning.

Users Who Have Completed a S/O: ** SHOW ***Instructors are supposed to contact the registrar when they want to credit a student for attending a specific offering. When you have to manually record the event make sure that you are given the student’s first and last name or user ID. This is most effectively achieved when the course manager/instructor submits the signed roster at the end of the scheduled offering. In order to credit a student for attendance in a specific offering, it is imperative that you have the exact USER. Never award completion credit unless you are 100% sure you are on the correct user account!

To credit a user for attending a specific offering you will need to use the Record Learning link in the Action Area directly on the scheduled offering record, or by the Record Learning Financial Tool under:

** SHOW *** Users> Tools: Record Learning Financial

Job Aid: ADI _AGILE JOB AID v2.0 – Record Learning

Once you are in the following screen you will see a list of students who were already registered to the specific offering you are crediting to your specific student. Ensure that

** SHOW ***

To credit a user for attending a specific offering you will first need to have their AGILE User ID.

You may search for the student’s record by entering the first three letters of the student’s last name and the first three letters of the student’s first name in the



This is an Administrative feature for the Show part.


This is the most common method of applying credit-- using the link directly on the scheduled offering record.


you do not update the default completion status for those students who are already listed in the offering as they have already been credited with a completion status in a prior course close and credit process, however do ensure that students USER ID that you added to that specific scheduled offering is listed with the rest of the students in the offering.

Once you have verified that student you added is shown with the rest of the students in the scheduled offering select NEXT for the following two screens. The very last screen that will populate with the final step will have a PREVIOUS and FINISH option. Select FINISH to conclude the crediting of the scheduled offering to the user record.

Users Who Completed an Item Not Associated with a S/O: The Learning Event EditorThe Learning Event editor is a feature within AGILE that allows the registrar to edit events previously recorded within a user record. This tool differs slightly from the Record Learning Financial in that the search will be guided by the USER ID not by the Item ID. So again, it is imperative that you have the correct user ID.

Registrars could typically find themselves using the Learning Event editor in situations where a student attended a course they did not complete, and accidentally received credit for completion during the course close out process.

To launch the learning event editor:

Users > Tools > Record Learning – Multiple.** SHOW *** *** record learning job aid, pg.9 steps 1-8 ***

designated fields.

Once the student record is brought up using the search feature Copy the students AGILE User ID. In order to credit a student for attendance in a specific offering, it is imperative that you have their USER ID before you assign completion of the scheduled offering.

From the User Interface select the TOOLS tab. > click NEXT > select the appropriate DEFAULT Completion Status.. There are twelve completion status options to choose from you will most often select COURSE_COMPLETE (Complete)-For Credit. click NEXT > enter the Users ID

Once you are in the next screen right click in the USER ID box pictured below and PASTE the Student USER ID that you had copied earlier from the student’s record.

*Note - If you have the student USER ID written down type the USER ID into the



USER ID block and select NEXT located at the top right hand side of the screen.

Once you are in the following screen you will see a list of students who were already registered to the specific offering you are crediting to your specific student. Ensure that you do not update the default completion status for those students who are already listed in the offering as they have already been credited with a completion status in a prior course close and credit process, however do ensure that students USER ID that you added to that specific scheduled offering is listed with the rest of the students in the offering.

Once you have verified that student you added is shown with the rest of the students in the scheduled offering select NEXT for the following two screens. The very last screen that will populate with the final step will have a PREVIOUS and FINISH option. Select FINISH to conclude the



crediting of the scheduled offering to the user record.

When you want to record a Learning Event for a user who has completed an item not associated with a specific scheduled offering, you will do so similar to process of accreditation for crediting a USER for completion of a specific offering. From your ADMIN View in AGILE select the USER TAB. To credit a user with completion of a specific ITEM you will need to start from your ADMIN VIEW in AGILE. From the ADMIN view click on the USER TAB. When the User screen populates select the TOOLS icon and ensure the Record Learning Financial option is selected. The Record Learning Financial option can be found directly underneath the TOOLS tab. It is typically the default option that is automatically selected from the TOOLS feature. On the right hand side of the screen click on ITEM than click NEXT. TYPE in the ITEM ID# which should be the similar naming convention as follows: DIA-INT-XXXX. Click NEXT.



Note: In the event you are unsure what type of Item you are crediting to the student you can always search for the course under the Learning Tab by simply entering the course number or course title in the designated fields.From the following screens there are mandatory fields that must be completed to credit a student for completion of item. Those fields are listed below:*Default Completion Status

*Completion Date (Must always be at least the day prior to the date of update to the record)

*Completion Time (Must always be after the end of the duty and input as such 04:00 PM)

*In the USER ID field type in the users name or if you have previously copied the user id from the student record paste the user id into the block

Once you have entered the students AGILE USER ID into



the designated field select ADD. The ADD button will assign the student to the item. Click NEXT for the following three screens. On the final click FINISH. Select FINISH to conclude the crediting of an item to the user record.



CL True/False. All Administrators (course managers, registrars, and domain admins) have the ability to manually record the completion of an item.

What is the purpose of the Learning Event Editor?a. Edit prerequisites for an item b. Edit details for events that already occurredc. Edit and configure details for events that will occurd. Edit the Items approval process

What are the two considerations an administrator must be aware of when recording completions: (fill in the blank)

a. Click here to enter text.b. Click here to enter text. Users who have completed a

SO

Users who completed an item not associated with a scheduled offering

(2.4.1) Users: Creating, Managing, and Updating

Creating a User Record: ** SHOW ***As a Registrar the the only time you will create AGILE user accounts are when students outside of DIA, wish to attend DIA sponsored training. Creating user accounts is normally a function that is handled by OHR, however, there may be a select occurrences where you this actions is required. Thus we need to show you how to do it.

FSay, for example, if an mobile training team (MTT) where to travel to an off-site location and the students didn’t have an AGILE account, the Registrar would likely be the one responsible for adding the Users to the system. This is done not just for accountability reasons but so we may accurately reflect certain metrics and deliverables.

To create a user record you want to ensure you have as much information as possible so you’re able to fill out information in the following areas:

Show: Once you have the user’s information written down and readily accessible navigate to your admin side of AGILE to begin creating the record.

The tab you will want to select under the ADMIN section to start is the User tab.

Once you are in the Users tab, select the Add New option.



Should test a different aspect of this section instead of this question.


Personal: First Name and Last Name, social security number, phone number, and e-mail address JWICS or SIPR only.

Organizational: Select the organization the User is assigned to from the drop down menu

Employment: Work address, include city, state and country if available.

Often time’s Registrars will receive information as it becomes available, so when creating a new user record you may not have everything to fully populate the record. That’s ok. The only fields required in order to create a new user record are, the user’s first and last name, and the affiliation.

When assigning the User ID it is best to follow your domain’s SOP. If you don’t have an SOP, you will want to take the first three letters othe first initial of a student’s last first name followed by the first three letters of the student’s first last name, then the last 4 of the social security number (SSN). For example below:

John Doe, SSN 123-45-6789 = doejohjdoe6789

The next field you need to be concerned with is the Domain. The DOMAIN will already be prepopulated with PUBLIC however that will need to be replaced. DO NOT leave a User in the PUBLIC domain. It is imperative that the DOMAIN never be left as PUBLIC as that gives permission to anyone with AGILE privileges to modify a user account.

The very last field to populate is the Role. This field should automatically populate with System Default User Role (DEFAULT USER). If this option does not populate select it from the drop down menu.

Once the Security and Personal section are complete, click on the ADD button.

The next screen will display the newly created User Record. From this screen you will update the Summary section as appropriate.

The Add New option is located in upper right hand corner in-between the Search and Question mark graphic.

When you click on the Add New option another screen will open. This screen will have required fields that need to be filled out in order to create the user record. As the registrar the main fields you want to populate will be the Security and Personal sections that appear on the screen. The Security field has required blocks with a red star located next to them that must be populated in order to create the user record. The Personal information block is not required to create the user record however, it allows the registrar to link the students user account and name in the very beginning of creating the user account..

They Security field that are required to be populated in order to create the user record



*** Note: Entering the students e-mail address is not required in the Summary section however linking the students e-mail to JWICS or SIPR addresses will allow them to receive e-mails from AGILE.

The only block that is required to be completed in the Summary section is the Affiliation block. The Affiliation block is identified as required by the red star located next to it. You will need to select what your user status is fromthe status of the user (Contractor, Foreign, Government, and Military).

***Note: Creating a User Profile for a Foreign National is extremely rare for a registrar however in instances where the Registrar is required to do so, whatever information the instructor provides you about the Foreign National you want to include in when creating the user record. Required information in order to generate a basic record for a Foreign National is listed below.

*First and Last Name*Country of origin*If they are in the military in a foreign country

Managing a User Record:Management of a user record is essentially keeping the student records up to date and the integrity of the data consistent. As a registrar you have the ability to update any student’s record within the DIA DOMAIN. DIA Registrars do not have the authority to modify a student record that is not located in the DIA DOMAIN.

Updating User Records:Students will often contact the registrar for assistance with their AGILE accounts. And often times they will have personal or job related contact information to update.

Registrars must inform all USERS that they need to update their personal information using with HR. This is because AGILE accounts reflect what is in the Agency’s Human Resource System. Thus if it’s wrong in AGILE it’s wrong somewhere else.

If the student doesn’t address the record’s point of origin, every time the system updates,

are listed below:

*User ID

*DOMAIN

*Role



it will repopulate the record with false values.

If for some reason the Registrar still wants or needs to update the User record they do have read/write permissions to the Core Area of the User record.

Note: There may be times where you encounter two records that represent one user. This is not allowed and must be reconciled. We want user accounts and the respective learning history to be consolidated and recorded on one user account. Ensure that you note the records to be merged and contact CIO.

Merging User Records



Was this supposed to be an additional section?


CL True/False. Both the Course Manager and the Registrar are able to Create a New User.

What must occur when creating a new User account?a. Populate the First Name and Last nameb. Move the User out of the Public Domainc. Populate the Affiliation d. All of the above

True/False. A DIA registrar will typically not create an account for a DIA civilian.

*** Disable Navigation Features ***


Congratulations!

In this module you learned how to: What items and objects are, and how to create and manage them Scheduled Offerings: Create, Configure, and Close and Register Users Recording Learning Create, Manage, and Update User Records

It is recommended that you perform the key administrative tasks found in Appendix B of your student guide. These tasks will help improve your familiarity with the Advance Global Intelligence Learning Environment.


Job Aids:Items: Adding a New Instructor Led ItemItems: Create a Content ObjectItems: Create an online ItemItems: **** AGILE Job AID: Items, Create and Manage Online ****Items: **** AGILE Job AID: Documents, Create and Manage **** Users: Add UserUsers: Edit User RecordUsers: View User RecordUsers: Set/Reset PasswordUsers: Merging User RecordsRecord Learning:

End of Module *** END ***

End of Module Exam Exam 2a or Exam 2b Refer to Assessment Plan and Questions



Practical Exercises Create an ItemUpload an ObjectCopying an ItemRevise an Item

Record Learning Create and configure a SO

Register into a SOClose the SO

Create a User RecordManage a User Record

(U)



Module 3: Domain Administrator

Lesson Duration: 55 minutes

Delivery Method: WBT (Identify Tool)

Lesson Description: Upon completion of this lesson, students will : Provide learners with the knowledge and skill to successfully administer a domain Provide learners with the skill set to effectively troubleshoot LMS issues

Module Objectives: Given a small block of instruction and a simulated training environment students will gain basic skills in using AGILE to perform administrative functions while achieving a score of at least 80% on the end of module assessment.

Editing Segments & Adding Resources to Segments Creating Substitute and Prerequisite Items Copying and Modifying Scheduled Offering Notifications Resources Management: Instructors, Facilities, and Locations Classes: Creating, Configuring, and Scheduling a Curriculum Creating and Adding Curriculum Requirements



Per Kelly’s Comments: she requested this be moved to Module 3


(3.1.1) Segments: Editing & Adding Resources to Segments

Editing Segments:As an administrator you have the ability to Edit Segments. If you recall, when you initially created the Scheduled Offering in the wizard, you were not required to completely configure the segment. You entered a start date and a start time and then prompted to go to the next screen.

The system automatically generates a default segment structure for you so that it can create an occurrence of it in AGILE. You may have to go back in and Edit the segment to it is configured with an end time. Similarly you may want to go back add several segments to the offering. To Edit a Segment simply select the Segments tab from the Related Area of the SO Record and double click on the Segment you want to Edit. The Edit Segment window will appear enabling you to make adjustments as necessary.

SHOW: Images

Adding Resources to Segments:Once the Scheduled Offering is established, it is configured with at least one segment, you will likely have to go in and assign resources.

You want the scheduled offering to be populated with a lot of information so that it can be stored as a detailed and accurate record in AGILE. And sometimes when the SO record is established it is not set up instructors, locations, etc and the reason for that could simply have been the information wasn’t known. Or it could be that it was an oversight. Whatever the situation, as a Domain Admin you have the ability to go into the record and add resources.

The only resources AGILE lets you add from the SO wizard are facility, primary location, and primary instructor. Please note that the system will generate a warning message if resources have been allocated elsewhere. In some instance you are able to override this warning, however it’s not a good idea to blindly

SM, pg 32Segments: A unit of time within a scheduled offering; must have at least one segment, used primarily for resource management.



override the system warning without first investigating the reason why.

In cases where you have more than one resource, you can establish which one you want as the Primary. This lets other Admins know which constituent has the greatest priority for the course and which ones they could potentially use as a contingency.



(3.2.1) Curriculum: Creating Substitute and Prerequisite Items

Substitutes Substitutes allow us to be able to grant completion for one item based off the completion of another item thus eliminating the need for the Administrator to have to go in and manually modify the record. Substitute relationships are particularly useful in curriculum plans where learning is scaffolded. For example suppose there is a series of three courses in a User’s Learning Plan: Foundational Typing, Intermediate Typing, and Advanced Typing.

The User, feeling confident in his/her ability to type, takes and passes Advanced Typing. You can give credit for the Foundational and Intermediate level courses. The benefit of setting up a substitute relationship is that it’s automatic.

Prerequisites Prereqs should have been talked about in Module 1, but just as a reminder prerequisites are control measures that prevent a user from registering into an advanced item until the successful completion of the prerequisite basic item is recorded.

Note: Be sure of the global setting on your domain before adding prerequisites as your actions could have unintended consequences. It is possible to prevent a student from registering into a scheduled offering if:

The requisite item is not listed in the user’s Learning HistoryORThe user is not registered into the scheduled offering(s) of the prerequisite(s) that has an end date prior to the start date of the scheduled offering.

(In the case of an online item, the prerequisite(s) must be in the user’s Learning History (Completed Work) before he/she is able to launch the item)

Again, be sure to check your global setting.



(3.2.2) Curriculum: Period Based Curricula

Curriculum: Period Based Curricula

This section provides detailed information about initial and retraining assignments within a curriculum and how to work with them in AGILE.After you group items into a curriculum, you need to start thinking about the Period Basis. This section provides detailed information about initial and retraining assignments within a curriculum.

And by the end you will be able to:

•Explain the differences between initial basis: event and initial basis: calendar

•Set up a period-based curriculum

•Predict the required date of an item based on the period specifications

As an administrator, you have two options available when setting initial and retraining assignments:

Event Basis and Calendar Basis

Before configuring the Item Periods, begin by asking yourself the following questions:

• How much initial completion time should be granted to the user? • Does an Item within a Curriculum have a firm required-by date, regardless of when it is assigned? • Do the items within the curriculum require retraining?

Asking yourself these questions will help determine whether you will be using an Event Basis or a Calendar Basis.

Event Basis• Initial basis: event



will use the assignment date of the curriculum (item) or the user’s hire date to determine the original required by date (initial assignment);

• Retraining basis: eventif the assignment is a retraining assignment the system will use the Learning History (Completed Work) completion date to determine the next required by date .

In AGILE if you select Assignment Date as the required date basis, then the system calculates all of the completion statuses and next assignment dates based on when the curriculum was assigned to a user (least common).

However, if you select Hire Date as the required date basis, the system will use the value in the Hire Date box (Users > Users > Summary tab) of the user’s record to calculate completion status and next assignment dates (most common).

Calendar Basis• Initial Basis CalendarFor initial assignments, if an initial basis: calendar is used, you can set a fixed required by date for all users regardless of what date the curriculum (item) is assigned.

If a user has the item assigned close to the fixed required by date, you can configure the item to give users the rest of the current period plus the next full period by setting the Threshold days.

Threshold means the number of days into the period, that when an assignment occurs, it should skip the remainder of the current period and set the required by date to the end of the next full period.

• Retraining Basis CalendarCalendar basis, for retraining periods, allows you to create different intervals



using the basis date. This prompts the system to start its date calculations from that basis date instead of January 1st. This can be useful for training that is due at the end of a fiscal year. You can specify the start of the calendar basis date in the item details within the curriculum.



(3.2.3) Curriculum: Adding and Grouping Requirements to a Curriculum

Adding and Grouping Requirements to a Curriculum Requirements define a set of conditions that users must meet to receive a Complete in their curriculum status. The conditions are related to the number of hours or items that the user must successfully complete. Users are required to meet the defined conditions of the Requirements and Items tabs to complete the curriculum. Requirements-based assignments provide flexibility in creating and assigning multiple requirements that are used in evaluating curriculum status.There are three requirement types:

1. # hours of specified hour type a. grants requirement hour credit for any item, scheduled offering,

or external learning event.b. Requires hours of one of the following types: Total hours, Credit

hours, Contact hours, CPE hours2. # hours of specified hour type from pool of items

a. only grants requirement hour credit for items included in the pool

b. Requires hours of one of the following types: Total hours, Credit hours, Contact hours, CPE hours

3. # items from pool of items This type requires the user to complete a specified number of items included in the pool.Grouping Requirements:Grouping requirements allows you to create a situation with one or more requirements.This feature is available from the Related Area of the Curriculum Record; and the button only becomes active when you associate more than one requirement to the curriculum. When you start adding requirements to a curriculum you start creating relationships between the Items.For example if you add two or more requirements to a Curriculum without grouping them, you have created an “AND” relationship; meaning both requirements must be met.If however you decide to group requirements in the Curriculum, you can create an OR relationship where one or more of the requirements must be met.



Supposed for instance you have the following Curriculum on Workplace Safety and you have grouped the following requirements:

EHS 126 EHS 128 75 total hours

Because these requirements are grouped, the learner would only have to satisfy one of the above conditions to get a complete for the entire Curriculum. If you wanted the learner to accomplish all three you would simple ungroup and make all three a requirement



(3.3.1) Scheduled Offering: Copying and Modifying Notifications

Copying a SO: Setting up scheduled offerings one by one can be a lengthy process especially if the offering is properly configured with a lot of resources and segments.

Copying a SO allows you to create new offerings and assign resources to future dates based off the shell of the current offering. This can be very helpful if training is delivered multiple times or at regular intervals and you don’t want to manually enter the information in the Wizard.

These copies of the original offering can be scheduled to occur once or repeat according to specific scheduling rules. These rules can include copying multiple times every ‘x’ number of days, weeks, or months, and can be configured to end after a certain number of scheduled offerings have been created.

To perform this action you would simply Click Copy in the Actions area of the scheduled offering record. Then select the options you would like to edit.

Modify Scheduled Offering Notifications The Notifications tab allows you to create an automated message or attach a file to registration status emails.

If the notification tab is not modified, the item notification default (which is a default message) is sent to users, instructors, supervisors, and contacts. The notifications for a SO work just like the notifications for an Item.

Note: Please note if customizations are made at the item level those notifications will filter down to the scheduled offering level and that will replace the SO notification. If there is a need to modify the SO notification, you will click on Send Notifications from the Actions Area of the SO record. On step 5 of the wizard you will be given the opportunity to send a customized message.


Mccune_CNTR, Raelin M., 07/20/16,

Incorporate the fact it flows down.

Bombyk, Kelly N. CTR, 07/19/16,

If customizations are made at the Item level to Notifications that is applied at the Scheduled Offering level. However, as you stated Scheduled Offering Notifications can be modified.


(3.4.1) Resource Management: Instructors, Facilities, Locations

Instructors: Depending on your role and permissions you will likely have to add or assign resources. This will require you to locate the instructor record in the database. If no record is found, you will have to create a new one.

Suppose two instructors were identified to teach a course and you wanted to assign them to an offering. To confirm they are in the system, you would click the Add Resources icon from the Edit Segment window (Related Area-Segments Tab) and select Add Instructor from the drop-down menu.

AGILE will immediately return all instructors for which it has a record (alphabetical order). This is a feature typically reserved for ad hoc instructors or guest speakers. When adding an instructor to an item, scheduled offering or segment, these types of instructors should typically have already been assigned an instructor profile in the system. This feature will also tell you whether or not that instructor is available for the entire scheduled offering or if he/she is available for a particular Segment. To search by name, select the Search tab at the top of the screen and enter the criteria.

If you have double checked the spelling and you haven’t found the instructor, you will have to create a new Record. In AGILE this is called Adding a Contact. From the Related Area of the Scheduled Offering Record you would Click on More and select the Contacts Tab.

You would add the contact by entering the ID and then selecting the type of contact (either Instructor or User). Instructors can be internal or external to the organization and are not required to be AGILE users or administrators.

If you are adding multiple contacts, you can click the Add one or more users/instructors from list link to choose from a list of users/instructors, and then click Add. Once you have added the instructor make sure you authorized him/her to teach. Depending on how your global settings you may not be able to register students in the offering if the Instructor has not been added in the Authorized to Teach tab.

Instructors, equipment, and custom items.



Rae Talked about this with Kelly. We need to revisit this again and decide if its staying or going.


Is this best practice? It doesn’t truly add them as an Instructor to the Segment.


Facilities:You can use the Facility section to monitor and manage facilities in your organization. Facilities are groups of buildings locations. Use facilities as a way to group buildings locations together in a method that makes sense to your organization. Facilities may be associated with regions, holiday profiles, and work week profiles. Spend some time in the practical exercise exploring various configurations.

Locations:Locations are places where you can assign things to occur, like scheduled offerings, equipment, or materials. Think of a location as the room where the training takes place.


Mccune_CNTR, Raelin M., 07/20/16,

Facilities are buildings locations are rooms in AGILE.


Facilities are buildings.


(3.5.1) Classes: Creating, Configuring,

and Scheduling a Curriculum

CreatingA Class is a cluster of users who attend scheduled offerings as a group and is created for a specific period of time with a start date and an end date. Users who cannot or do not stay current with their class can be moved to another class or removed altogether.

When creating a class, you should populate some key fields if the information is available: Curriculum: The curricula entered in this field are assigned to all users in the class. This provides another method to have curricula automatically assigned to users. If a user is removed from the class, the curricula are no longer assigned to him/her. Start/End Dates: Indicates to you, as an administrator, when a class is scheduled to begin and end. If you attempt to register the class for a scheduled offering outside this date range, you receive a warning message. Entering dates is optional.

ConfiguringThe Users tab of the class record allows you to add users to the class. You can also assign a status code, move a user to another class, or enter comments for individual users.

The Register Rules tab allows you to set the default registration status for users automatically registered in scheduled offerings associated with the class. You may also set whether the user is to fill an organization’s slot in a scheduled offering, if there are slots reserved. If an organization is using the Commerce functionality, you can set up the chargeback defaults. This tab is also where the notification rules are checked for email delivery upon registration for a scheduled offering.

The Offerings tab allows you to add an existing scheduled offering to the class and auto register users. Any users added to the class later are also registered in the scheduled offerings listed. If the notification rules have been checked to deliver emails, the user and his/her supervisor will receive an email notifying them of the registration.

Class: a cluster of users who attend scheduled offerings as a group.



Scheduling a Curriculum to a Class:The items in a curriculum can be scheduled all at once using the Curriculum Scheduling feature. In order to schedule a curriculum, the items within the curriculum must first be sequenced.

To access the sequencing area you must be within the Edit window of the Contents tab of the curriculum record. Once there you need to adjust the sequencing of the content by clicking the Move Up or Move Down buttons. After the Items are arranged in the correct order, you may associate it and allow users to enroll. Clicking the Auto Register checkbox inside the class record will allow users to automatically be enrolled as soon as the scheduled offerings are properly configured.

The new scheduled offerings can be added to a class, and users in the class can be registered by checking the Auto Register checkbox inside the class record.



(2.1.1) Items: Understanding, Creating and Managing

As an administrator you may have to assign learning. This means that you have to understand how to create, add, and edit Items. This section provides you with detailed information about what an item is, what the four classification types are, and how to manage Online and ILI items.

Understanding Items and ObjectsItems are best thought of as a container for a unit of learning. And each container (Item) is made up of much smaller units called Objects.

These smaller blocks, (known as Objects) serve as the foundation for an item and are typically files like a PowerPoint, a Word doc, a Web Based Training (WBT), a PDF file, a webpage, etc.

A collection of any number of smaller Objects. make up an Item in AGILE. The four different types of items AGILE :

Instructor Led Items (ILI)Blended ItemsOnline Items andOther Items

In this module, we will only cover ILI and Online Items. ***It should be noted that it is rare for anyone to create Items other than the Catalog Intake Manager. ***

Instructor Led ItemsILI includes any kind of classroom based training (to include remote sessions like IC Connect) that will involve an actual physical instructor and a segment (time).

To add an ILI in AGILE you will navigate to:Learning>Items>Add New

From there you will be guided through each step of the process by the Item Wizard. The process is relatively straight forward. However there are a several things that you need to pay extra attention to.

b1408_Learning_OCM_Horz, pg. 27-48

b1405_Learn_LNM_Horz pg. 6-41

Image: M2 Item classifications

Note to developers: bring attention to Scheduled only

Item: A container for a unit of learning that can be assigned to a user and tracked for completion

Objects: a record that serves as a building block for an Item

07_JA63_Admin_ItemAddNew_v1

Item Record Areas

LNM Pg 17



I would mention the two custom columns regarding the Clearance needed to take the course and the Classification of the Item. These two fields along with Domain are required if you want the Item to sync to the non-primary network.


Probably more accurate to say that Registrars and Course Managers are not likely to create items given their roles.


1. All items must be assigned to a Domain at the time of creation. Make sure when you are creating your item that you assign your item to a Domain; do not leave it in the public domain.

2. The second thing to be aware of is the ITEM ID. Ensure you follow the standard nomenclature and naming convention that was covered in Module 1. You will not be able to edit this later.

3. Third you always want to ensure the two customs fields regarding the clearance needed to take the course and the classification of the item are filled out. These two fields along with the “Domain” are required if you want the Item to sync to the non-primary network.

EX: For example if a course is classified at the TS/SCI level and requires a TS/SCI clearance to attend, the Item will only be available to students to register via JWICS and not on SIPR or NIPR systems if clearance, classification, and custom are not filled out.

Segments:Another thing that you need to become familiar with as it relates to instructor led items is Segments.

When ILT items are set up, a “segment” is provided on the application. This segment area defines how long the ILT is going to take to complete.

Enter the day the segment will be scheduled, for example the first day of the item is Day 1. If the Item is scheduled for consecutive days, the subsequent days would be 2, 3, 4. You may choose to copy segments rather than adding a new segment for courses that run for weeks or months. Essentially Segments are used to build out the actual training schedule in AGILE by putting instances of the ILI on the calendar. The extent to which you build out a Segment and assign resources (equipment, locations, etc.) is entirely optional. The only required fields are Day and Duration. You will have opportunities to configure resources later if you elect to not do it here.

Item Key (pg 12)

A defining characteristic of ILI is that completion is manually entered, tracked, and recorded in the system (hence the need for the Course Manager to run the Course Completion Report)



Better:“When the item is created using the Add New Item wizard, the systems asks how many days and how many hours per day the course meets. These questions set up the default segments that define how the course will be scheduled. A one-day course will most likely have one segment. A three-day course will most likely have three segments, and a course that meets 4 days a week for 10 weeks will have 40 segments.“


Why? What will happen if left in Public domain? Explain clearly.


In case you were wondering, it’s not until a scheduled offering of the item is created that you will actually specify a start date, start time, instructor, training location, and specific equipment.

So in sum, create the ILI, manage the configuration (segments) and get it on the training calendar.

Create Online Items The other classification that you need to be aware of is Online Items. Again, it is highly unlikely that you will ever create or manage an Online Item, however the possibility does exist therefore we will take a few minutes and explore how to create and manage them.

Online items are those items that consist entirely of online content objects. Also known as asynchronous events these items enable users to access the event at their own convenience. These type of items don’t have an instructor or time associated with them.

Once the basic information is entered for creating the new item, the content for this item should be selected from one or more of the following choices:Add Content Object (assigning of individual content objects)Add Folder (grouping and sequencing assigned content objects)Add Exam Object (references a LMS exam)Add Content Package (Adds multiple objects to the item content structure; a grouping of content objects and/or exams/surveys)

Creating Content Objects:Typically an item will have a single content object or an exam object, but it may contain any number of both. The decision to add multiple folders and/or objects is based on the desired complexity of the Item. In these type of situations, the stakeholders will have already thought this through and know how they want their course configured.

When you’re creating objects what you are attempting to do is reference a file so that it can be retrieved later by the User. The actual learning material, the content itself,



will have to exist somewhere on the server. This is usually done by the Content Manager so if you can’t find the pointer file, begin you’re troubleshooting efforts by ensuring the file has been uploaded to a public location.

Note: It is possible for you to create an Object (document) and not have specified the location (as AGILE does not make this a required field). There may be certain conditions where this is desirable, however know that object will be null.

Item Settings:Once the online structure is determined, you must go in and configure the item settings and there are a multitude of features that you can configure and enable. You can elect to launch online content in more than one language, configure the number of failed attempts for a quiz, or conditionally approve a learning event (only if a user successfully completes some or all WBT, Exams, reading of policies, etc). AGILE is rich in features when it comes to creating and managing online items so take the time to explore and become familiar with Online Items.

Managing: ***SHOW ***

Copying an Item:If you have courses that are similar in data and resources, it may make sense for you to use the Copy tool. Copying an Item allows you to copy related data and prerequisites while modifying the Type or ID. The tool can be accessed from the Actions area on the Item Record.

Revising an Item: (DO)When content of a course changes dramatically, an organization may require its employees to retake attend the new and revised course.The Revision Assistant enables you, as an administrator, to create a new version of the item for all users who:

Are required to complete the item as a part of a curriculum Have the item as a free-floating assignment

During item revision, AGILE creates a new item record where the item type and ID of the new item are identical to the original. The revision date/time is the updated

Already covered and introduced Objects. A rollover of what an Object is would help. Or a clickable link to the glossary. Need a cross reference here to reinforce an earlier concept.

Object: content object is a pointer to a single, launchable file



portion of the item key.

After the revision process is complete, you should manually render the old item inactive or check this option during the provision process



CL List the steps of the Content Management Lifecycle in Order. (word bank)1. Create the content 2. Upload the content to a public location (e.g., content server).3. Identify the content type and its location.4. Add content objects/content packages in AGILE.5. Add an item in AGILE.6. Assign the online content to the item during item creation 7. Test the online item from a user perspective8. Assign the item to a catalog and/or to the user’s To Do List (Learning Plan).

What two fields are used to define Segments at the Item level?a. Time and placeb. Day and durationc. Time and durationd. Duration and place

True/False. Content Objects are the smallest assignable unit in AGILE and serve as the building blocks for Items.

True/False. It is highly likely that multiple roles will be creating and managing Items in AGILE.

Content for an online item may be selected from all of the following except:a. Add Folderb. Add Content Objectc. Add Exam Object d. Add Scheduled Offering Package

What are the two item types that the Registrar needs to be concerned with?a. ILI and Blendedb. ILI and Objectc. Online and ILId. Online and Blended




Congratulations!

In this module you learned how to: Edit Segments and Add resources to Segments Create substitute and prerequisite items Establish Event and Calendar Basis Curricula Add and Group Requirements to a Curriculum Copy and modify S/O notifications Manage Resources Manage classes by creating, configuring, and assigning a curriculum

It is recommended that you perform the key administrative tasks found in Appendix B of your student guide. These tasks will help improve your familiarity with the Advance Global Intelligence Learning Environment.


End of Module ***** End of Module *****

End of Module Exam Multiple Choice Exam: 3a or 3b

Practical Exercises Assigning Resources to SegmentsCopy a scheduled Offering (Multiple Weekly Based) Modify Scheduled Offering NotificationsCreate and Authorize an InstructorAdd a Second Instructor to a SegmentCreate a FacilityCreate a LocationAdd a Class Setting up a classScheduling a Curriculum to a Class



Establish a Substitute RelationshipEstablish a Prerequisite RelationshipAssigning Curriculum Directly to a User RecordBatching Items Using the User Needs Management ToolAssociate Curriculum to a Job CodeCreating, Adding, and Grouping Requirements to a CurriculumSetting Item Periods within a CurriculumSetting a Fixed, Initial Required By DateAdd a New CurriculumAdd Items to a CurriculumCreating a Subcurriculum

(U)



(U)

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Part 3 – Recommended Course Links

Link 1 - AGILE Sharepoint Site Job Aids

https://intelshare.intelink.ic.gov/sites/iteb/agile/Shared%20Documents/Forms/AllItems.aspx

Link 2 – Learning Technologies Sharepoint SiteManuals and Source Documents

https://dia.coe.ic.gov/sites/DA/HCTraining/ADI1/ADI1A/FMOLT/LTWG_Members/default.aspx?RootFolder=%2fsites%2fDA%2fHCTraining%2fADI1%2fADI1A%2fFMOLT%2fLTWG%5fMembers%2fShared%20Documents%2f%5fAGILE%202%2e0%5fAdmin%20Guides%20%28Generic%29&FolderCTID=&View=%7b3E9490C6%2d37B4%2d4C46%2dB082%2dBE8A7356EBC1%7d

Part 4 – Supporting Documentation

Documents:

b1405_Learn_Admin_Horzb1405_Learn_LNM_HorzDocument.pdfb1405_Learn_Schedule_Horzb1408_Learn_PTO_Vertb1408_Learn_TrainingEval_Horzb1408_Learning_OCM_HorzPath: \\coe.ic.gov\Home\DIAC\dia_home_102\yx17282\COEProfile\Desktop\Transfer\Functional Areas (FMs)_Sucessfactors Learning Search Guide

Job Aids:Posted on SharePoint site


https://dia.coe.ic.gov/sites/DA/HCTraining/ADI1/ADI1A/FMOLT/LTWG_Members/Shared%20Documents/_AGILE%202.0_Admin%20Guides%20(Generic)/_Successfactors_Learning_Search_Guide.pdf

https://dia.coe.ic.gov/sites/DA/HCTraining/ADI1/ADI1A/FMOLT/LTWG_Members/default.aspx?RootFolder=%2Fsites%2FDA%2FHCTraining%2FADI1%2FADI1A%2FFMOLT%2FLTWG_Members%2FShared%20Documents%2F_AGILE%202.0_Admin%20Guides%20(Generic)&FolderCTID=&View=%7B3E9490C6-37B4-4C46-B082-BE8A7356EBC1%7D



https://intelshare.intelink.ic.gov/sites/iteb/agile/Shared%20Documents/Forms/AllItems.aspx


Part 5 – Appendices

Appendix A: Search Terms and Icons

• Exact if you know the precise ID of the record. Enter the exact record ID and click Search. Only one value can be entered into the search field. • Any to use multiple exact ID’s or descriptions of the record. Enter one or more criterion separated by a comma and click Search. For example, if searching for all user records containing the last name Smith or Smithfield, enter the exact last names separated by a comma, select Any from the drop-down menu, and click Search. • Starts With if you know the first part of an ID or description. Type the first few letters or numbers of the record and click Search. • Contains if you know any part of the record ID or description. Enter the part of the ID/description you know and click Search. • Does Not Contain if you know the ID or description does not contain a certain letter or number. Enter that text in the textbox and click Search. • Is Empty to return all records where the specified field is empty. For example, if searching for all items without a title, select Is Empty for the item title criteria and click Search. This operator is only available in non-required fields.

Item Icon Description Select Date The Select Date icon is associated with the date field. Use it to select and populate the

corresponding date field. Filter by criteria

Use the Filter by criteria icon to find and select a corresponding entity to include in your search filter.

Clear Filter Use the Clear Filter icon to clear the content of your corresponding search filter.

Search Picker

Use the Search Picker icon to select from a list or find and select the corresponding entity using a filter.

Tabs Description Learning Plan The Learning Plan tab is used to assign items to a user’s learning plan and

manage a user’s assigned items. Learning History The Learning History tab is a transcript of all the items a user has ever taken. Curricula The Curricula tab is used to assign curricula as well as manage all of the

curricula that is assigned to the user, regardless of how the curricula was assigned.

Competency Profiles The Competency Profiles tab is used to associate a user with one or more competency profiles. When you associate a user with a competency profile, the system adds all of the competencies that are associated with that competency profile to the user’s Competencies tab.

Competencies The Competencies tab is a list of all assigned competencies, regardless of how they were assigned (through a competency profile or as free-floating competencies).

External Requests The External Requests tab is used to add, edit, approve, and withdraw the user’s External Requests (a form used when users want to attend a training



event that is not managed by AGILE Learning). Assignment Profiles You can use the Assignment Profiles tab to review all of the assignment

profiles that a user belongs to.

Appendix B: Related Area Tabs and Descriptions



Appendix C: Related Area: Available Under More

Related Area: Available Under MoreAvailable under

MoreDescription

Phone Numbers The Phone Numbers tab is used to create or manage the different phone numbers that are associated with a user.

Registration The Registration tab is used to view the user’s scheduled offering registrations. Requests The Requests tab is used to view the requests that a user made from the user

interface for instructor-led or blended items. Online Status The Online Status tab is used to review any of the items that 1) are assigned to the

user’s learning plan and 2) have online content.

Assessments The Assessments tab is used to track a user’s progress and statistics regarding his or her competencies.

Commerce The Commerce tab is used to edit the user’s shopping account, billing, and shipping information.

Account Code The Account Code tab is used to select an authorized account code to associate with a user so that the user can purchase items that have a price using the chargeback payment method.

Catalog Preview The Catalog Preview tab lists all the catalogs that a user can access. Preferences The Preferences tab is used to set or change a user’s time zone, currency, locale, and

locale format options. Approval Role The Approval Role tab is used to associate the user with an approval role so that an

administrator can assign the role to the user for an approval process. Government Reporting

This tab can be used if you need to complete Declaration No. 2483 for reporting to the French government.

Approvals Some items require that users receive approval before they gain access to the item. In these situations, users must request approvals, which administrators can review from the Approvals tab.

Organization Dashboard

The Organization Dashboard tab is used to manage a user’s ownership privileges for dashboards.

Alternate Job Codes

The Alternate Job Code tab is used to add and edit alternative job codes (also called secondary job codes) that are associated with a user; you can find a user’s primary job code in the Job Code box on the Summary tab (Core area).

Surveys The Surveys tab is used to view information about surveys associated with the user, and details for the items that are associated with each survey. When a user completes an item that is associated with a survey, AGILE Administration adds the survey to this tab. When a user completes the survey, AGILE Administration removes the survey from this tab.



Appendix D: Summary Table Actions Area

Actions AreaAvailable under

MoreDescription

Bookmark add the user to the admin bookmarks

Registration Assistant

initiates the Registration Assistant tool

Assign Learning Needs

initiates the User Needs Management tool to enable you to batch assign items and curricula to one or more users

Send Notification initiates the ad hoc notification wizard

Launch Proxy initiates proxy feature

Manage Alternate Supervisor

allows you to identify alternate supervisor for user

Reset User Pin resets the user’s pinCopy User opens the Copy User window that allows you to copy the user

Delete deletes the user record



Appendix X: Scheduling Management Definitions

Term Appendix A: Scheduling Management Definitions

Scheduled Offering An item that has been scheduled and placed on the training calendar with a specific start date and start time.

Schedule Block A schedule block prevents resources from being scheduled into another offering during a given time. Schedule blocks are often used to make users and resources unavailable on the learning calendar, such as when equipment is undergoing maintenance, or a user is out of the office for an extended period of time.

Segment A unit of time within a scheduled offering. A scheduled offering must have at least one segment, but can have multiple segments. Segments are used primarily for resource management.

Class A group of users who are tracked as a group and perhaps complete a series of scheduled training requirements.

Resources Assets that are assigned and reserved to a segment within a scheduled offering. Instructor A person who will instruct or facilitate a specific portion of the scheduled offering. Facility A building where training takes place (e.g., Headquarters). Scheduled Offerings support the

assignment of an ad hoc facility for those offerings scheduled to take place at an external facility (e.g. hotel conference room). This is ideal for scenarios where training is scheduled at places that should not be available as system records for re-use.

Location A space or room within facility (e.g., a classroom, computer lab). Equipment Reusable training objects (e.g., VCR, TV, video cameras, or LCD). Materials Consumable training objects (e.g., notepads, markers, or specific training guides). Custom Resources Resources not categorized above intended to track training cost (e.g., catering or parking

fees). Return



Appendix D: Summary Tab

Field Description

Title The table below lists the fields contained on the Summary tab and a description of each.

Indicates the name of the content object and is used in searching. Domain Identifies administrator ownership of the record.

Build User Identifies the person who created the content.

Build Company Identifies the company that created the content.

Build Location Identifies where the content was created.

Build Date Indicates the final build date of the content.

Content Object is

active

Indicates that the content object is available/unavailable for item assignment.

Content Object is

online

Indicates whether the content object is available to users.

Description Describes the purpose/location of the content object to users.

Developer Tool Indicates the software tool used to develop the content.

Mastery Score This is the score required by the user to COMPLETE the selected content object (NOT the

item), and be awarded the COMPLETED status for the corresponding content object. If the

Mastery score indicated here is not achieved by the user, the system marks the content object

as FINISHED.

Return

Appendix E: Fields in Scheduled Offering Record

The Table below provides a comprehensive list of fields that may be found within the scheduled offering record.

Field Description

Description Additional information about the scheduled offering for users. Group Instance A method to group scheduling offerings for reports. Domain Indicates administrator ownership of the scheduled offering (e.g., HR, IT, etc.). Facility The building where the scheduled offering takes place. Time Zone Indicates the time zone of the scheduled offering. Show in this Time Displays the offering in the time zone specified above to users and administrators if Always



Zone Display Offerings in this Time Zone is not checked. Approval Process ID

Indicates a default approval process (if applicable) that a user must complete before being able to complete the self-registration process.

Approval Required This checkbox triggers the approval process entered in the Approval Process ID field. Contact The name of contact person for the scheduled offering (can also be included in the

registration notification email). Email Email address of the contact person of the scheduled offering (can also be included in the

registration notification email). Phone Phone number of the contact person of the scheduled offering (can also be included in the

registration notification email). Fax Fax number of the contact person of scheduled offering (can also be included in the

Registration Notification email). Active This checkbox is used to indicate whether a scheduled offering is active and displays in the

user catalogs. Auto Fill Registration

Sets the default for scheduled offerings, so that users are automatically moved from the waitlist to registration slots that open up when previously registered users withdraw.

Enable Users to Waitlist

Selecting this checkbox indicates that the system will allow users to be waitlisted for this item. If you select the Auto Fill Registration checkbox, waitlisted users automatically replace users who are withdrawn from the scheduled offering.

Comments This field is for administrator informational purposes only

Closed If closed, the scheduled offering is over, user registration cannot be changed, and the administrator recorded cost

Cancelled If cancelled, user registration cannot be changed, and the administrator recorded cost (covered in more detail in the Registration section).

Registration Cut-Off Date/Time

The last date and time when a user can change his/her registration status (e.g., register or withdraw).

Time Zone The time zone of the Registration Cut-Off Time.

Published Price The internal price of the scheduled offering (users see catalog price).

Self- Registration Displays the Registration button to users so they can register for the scheduled offering.

Minimum Registration

The minimum number of users needed to hold the request schedule process. This information carries over to the scheduled offering record.

Maximum Registration

The maximum number of users allowed in the scheduled offering. Check Enable Users to Waitlist for the system to place users who exceed the maximum on the waitlist.

Registration Status The number of users registered and waitlisted.

Email Select the corresponding check box to indicate to whom email notifications should be sent



Confirmations to in reference to the selected scheduled offering.

Return



Part 6 – Practical Exercises

In this exercise, you will apply Filters.

Item Description

1. Navigate to Users > Users.

2. If necessary, click Add/Remove Criteria to add the Organization’s search criteria to the search screen.

3.The Search Criteria pop-up window displays.

4. Select the Organizations checkbox.

5. Click Select.

6. The Organizations’ search query displays on the User’s search screen.

7. To create the filter on the criteria, click the Organizations Filter by criteria icon.

8. The Create Filter screen displays.

9.If you don’t know the ID for the organization you are looking for, type in the search box for the attribute or Organizations on the screen.

10. Click Search to display your search results

11. Click the checkbox(es) to select your choice(s) from the search results.



12. Click Add to Filter.

13. Your selected criteria will be displayed in the Filter.

14. Confirm your selection(s) are correct.

15. Click Submit Filter.

16. You are returned to your original search screen. You see that the organization search attribute has three (3) criteria selected for this filter.

17. You can modify this filter by clicking the Filter by criteria icon, or you can clear the filter by clicking the Clear Filter icon.



In this exercise, you will locate and view a user record.

Item Description

1.Navigate to Users > Users.

2.Enter your search criteria in the appropriate textboxes.

3.Click Search.

4.Locate your user from the search results list.

5.Click a user ID to open the record.



Create an online item.

In this exercise, you will create an online item. Create an online item.

1. Navigate to Learning Administration > Learning.

2. To add an online item within Learning Administration, click the Add Item link. You may choose to create a new Online Only item or an item that will be both Scheduled and Online by clicking the appropriate link.

3. Click OK.

4. Select the Item Type from the drop-down menu.

5. Enter the Item ID.

6. Enter the Title and Description for the item and select the Domain.

7. When done, click Continue.

8. Select Settings and click Modify Settings.

9. Click the Content is available for launch (available for users) and “Record learning event when all content is complete” check boxes.

10. Select a completion status from the drop-down menu.

11. When done, click OK.

12. Click the plus sign in the table header and select Add Content Object from the drop-down menu.

13. Search for the Content Object.

14. Enter the Object Name.

15. If the content does not send completion information to the LMS, click the “Mark this object



complete when launched” check box.

16. Leave Save in Folder: Root Level as it is and click OK.

17. Repeat steps 12-16 for all content objects.

18. When done, click Save & Exit.

19. Optional: From the Recommended Next area click Add Catalogs to search for and select one or more catalogs to add the online item to.

20. Optional: From the Recommended Next area click Add Subject Areas to search for and select one or more subject areas to associate with the online item.

21. From the Recommended Next area click Assign to Users to search for and select one or more users who should be assigned this online item (for example, your own user or a test user so you can test your new online item). Note: The User Needs Management tool displays and will lead you through the process of assigning the online item to select users.

22. Log in as a user and verify that the online item works properly.



Module 1: Add a User Record

In this exercise, you will add a user record.

Item Description

1.Navigate to the Users tab within Learning Administration and click Add User.

2.The Users pop-up window displays. Enter the user’s information in the fields provided. Note: All fields with a red asterisk are required and must be completed when adding new records.

3.All user records are assigned to a domain. The domain is a way to show administrative ownership and determines which administrators will manage the user record. If the user’s record is assigned to the “Public” (or Default) domain, the record will be editable by all administrators given the right to edit any user records in the system. When adding user records to SuccessFactors Learning, always specify the domain to which the user record should belong.

4.When done, click the Add button.



In this exercise, you will add a new item. Add a New Instructor Led Item

2.Navigate to Learning > Items.

2.Click the Add New link or enter “Add Item” in the Search box and click Go.

3. Click Scheduled Only to create an Instructor led, scheduled item.

4.Click OK.

5.Select the Item Type from the drop-down menu.

6.Enter an ID and Title.

7.Enter Description.

8.Enter or select a Domain.

9.Select Number of days.

10.Enter Hours per day.

11.Enter a Revision Number.

12.Select an Approval Process.

13.Enter Contact Hours and/or CPE Hours as they apply.

14.Enter Revision Time and Credit Hours.

15.Select Approval required to self-register if applicable.



16.Click Save & Exit.



LNM

In this exercise, you will revise an item.

Revise an Item

1.Navigate to Learning > Items. Search for the item you wish to revise and click the Item ID.

2.In the Actions section, click Revise.

Step 1: Item Revision of the Item Revision Assistant wizard displays.3. Enter a New Revision Date and Time.

4. Edit the Revision Number and item Title.

5. Click Next.

Step 2: Item Revision of the Item Revision Assistant wizard displays.6. Select the appropriate checkbox(s).

7. Click Next.

Step 3: Item Revision of the Item Revision Assistant wizard displays.8. Select the appropriate radio button.

9. Click Next.

Return



In this exercise, you will establish a substitute relationship.

Establish a Substitute Relationship

1.Enter criteria and click Search to find an item to which a substitute will be added.

2.Click the Item ID to select the item for which you would like to establish a substitute relationship.

3.Select the Substitutes tab from the Related area.

4.Click the Add New Substitutes button.

5.Enter criteria to search for the item that will grant substitute credit and click Search.

6.Select the completion status Substitute Credit from the Status drop-down menu. Note: This is the completion status for the item that will receive substitute credit.

7.Check the Force Credit checkbox. Note: If you would like to apply retroactive substitute credit, enter an effective date.

8.Click the Add checkbox.

9.Click Add.

Return



In this exercise, you will establish a prerequisite relationship. Establish a Prerequisite Relationship

1.Add two new items.

2.Select the Prerequisites tab from the Related area of one of the items.

3.Click Create New Group.

4.Enter a title for the group.

5.Click OK.

6.Click the add item icon ( ) next to the name of the group you just created.

7.Enter criteria to search for the other item created in step 1. This will be the prerequisite item.

8.Click Search.

9.Check the Add checkbox.

10.Click Add.

11.Verify the selected item is displayed.

Return



In this exercise, you will add a new curriculum. Add a New Curriculum

1.Navigate to Learning > Curricula.

2.Click Add New. Note: You can also enter Add Curriculum into the Search field below the button bar and click Go.

3.Enter a curriculum ID and a title for the curriculum.

4.Enter a description of the curriculum, if desired.

5.Leave the creation date set to the default.

6.Select a domain.

7.Select a curriculum type from the drop-down menu.

8.Leave the Force Incomplete checkbox unchecked. Note: Force Incomplete is only relevant when retraining is required, and even then, it’s not often utilized. When you select the Force Incomplete checkbox, the system calculates whether the status should be complete or incomplete based on the user’s latest attempt at completing the item. If the user’s latest attempt is incomplete, the system calculates the expiration and required dates based on the date and time of the last unsuccessful attempt.

9.Click Add.

Return



In this exercise, you will associate items to curriculum. Add Items to a Curriculum

1.Access the curriculum created in Exercise 8.

2.Select the Contents tab in the Related area and click Edit.

3.Click the Add Content button and select Items from the drop-down menu.

4.Enter criteria in the keyword field to search for the items to include in the curriculum and click Search.

5.Check the Add checkbox next to each item to add to the curriculum.

6.Click Add. The selected item(s) is added to the contents list.

7.Click the Edit link next to the last listed item: . Enter initial assignments (number and period). . Select an initial basis (event). . Do not enter retraining assignments. . No basis date is needed for Event based, but if it has a default value, just leave it as it’s ignored. For effective date, use the current date. . Select an assignment type. Select Required (REQ).

8.Click Apply Changes.

9.Click the Move Up arrow and Move Down arrow to sequence the curriculum content. This sets the suggested order display for users.

10.Click the X to close the Edit window and return to the curriculum record.

Return



In this exercise, you will create a curriculum hierarchy (subcurriculum).

Creating Subcurriculum

1.Select the Contents tab from the Related area of the curriculum just added.

2.Select Edit.

3.Click the Add Content button.

4.Select Subcurricula from the drop-down menu.

5.Enter criteria in the Keyword field to search for the curriculum to add as the subcurricula and click Search.

6.Check the Add checkbox next to each curriculum to add as the subcurricula.

7.Click Add. The subcurriculum is added to the bottom of the contents list.

8.Click the Details link next to the curriculum in the list. A separate pop-up window displays details of the subcurriculum just added.

Return



In this exercise, you will associate a curriculum to a job code. Associate a curriculum to a job code

1.Navigate to Users > Job Codes.

1.Enter criteria to search for the desired job code and click Search.

1.Click the Edit icon to access the job position record in edit mode.

1.Click the Automatically assign the curricula when the user is assigned this job code and Automatically remove the curricula when the user’s job code changes checkboxes.


1.Select the Curricula tab and enter the Curriculum ID or click the add one or more from list link.

1.Check the Add curricula to users who are assigned this job code checkbox.

1.Click Add.

Return



In this exercise, you will assign items directly to user record. Assign items directly to user record

1.Navigate to Users > Users.

2.Enter criteria to find the user record.

3.Click Search.

4.Click the User ID link.

5.Select the Learning Plan tab.

6.Click Add Learning Plan.

7.Enter criteria to search for the item to assign.

8.Click Search.

9.Modify the Assign Date as necessary.

10.Click the Add checkbox next to the item(s) to add.

11.Click Add to add the item(s) to the user’s Learning Plan.

12.Add/edit the required date using the calendar icon.

13.Select an assignment type from the drop-down menu.



Assigning Curriculum Using the User Needs Management Tool

1.Navigate to Users > Tools > User Needs Mgmt.

2.Click the Add Curricula radio button.

3.Click Next.

4. Enter the exact user ID in the User ID textbox or click the add one or more from list link to search for and select users

5. Click Add.

6. Click Next.

7. To add a curriculum, enter the exact Curriculum ID or click the add one or more from list link to search for and select curricula.

8. Click Add.

9. Click Next.

10. Today’s date defaults as the Assign Date, or enter another date (not in the future).

11. Click Next.

12. Review the list of affected users. Verify the item to be assigned. Adjust the required date if necessary. Note: The required date which appears is calculated based on the item settings.

13. Click Run Job Now or Schedule Job to complete the User Needs Management wizard. Note: If you click Run Job Now, a Status page displays. The assignment was completed successfully.



In this exercise, you will set item periods within a curriculum. Setting Item Periods within a Curriculum

2.Using the curriculum created in Exercise 8, select the Contents tab from the Related area.

2.Click the Edit button (do not click the item title; this will navigate you to the item entity).

3.Locate the item to modify and click the Edit link.

4.In the Initial Assignments section, enter an initial number.

5.Select an initial period and an initial basis. Note: If you select Calendar as the initial basis, select a Threshold (Entire Period or Days).

6.In the Retraining Assignments section, enter a retraining number.

7.Select a retraining period and a retraining basis. Note: Once a user completes this item, he/she will be required to complete this item again within the set retraining assignment timeframe.

8.Enter the desired basis date if using calendar basis for either initial or retraining. If using event basis, accept the default date or leave blank.

9.Enter an effective date. Set to current date.

10.Select an assignment type and click Apply Changes.



In this exercise, you will set a fixed, initial required by date. Setting a Fixed, Initial Required By Date

3.Using the curriculum created in Exercise 8, select the Contents tab from the Related area.

2.Click the Edit button (do not click the item title; this will navigate you to the item entity).

3.Locate the item to modify and click the Edit link.

4.In the Initial Assignments section, enter an initial number.

5.Select an initial period.

6.Select the Calendar initial basis.

7.Select the Entire Period threshold.

8.Enter an effective date. Use current date.

9.Select an assignment type.




In this exercise, you will add a new scheduled offering. Add a Scheduled Offering

1.Click the Add Scheduled Offering link to access a wizard that will step you through the process.

2.In the Summary section, under Type, select Item.

3.Click the Item ID magnifying glass icon to search for the item to schedule.

4.Enter a Description for this scheduled offering.

5.Check the Publish in all associated catalogs check box to have the system automatically add this new scheduled offering to every catalog that the item already belongs to. This makes it visible and possibly available for users to self-register.

6.Select a Start Date, Start Time, and Time Zone.

7.Click Preview to view the basic scheduling information for the offering.

8.In the Resources section, you can identify the Facility, Primary Location, Primary Instructor, and Equipment required for the scheduled offering (Note: These are not mandatory fields; however it is recommended that if the information is available you populate this section)

9.When done, click Save.



In this exercise, you will assign resources to segments. Assigning Resources to Segments

1.Search for a scheduled offering record to access in edit mode.

2.Select the Segments tab from the Related area.

3.Click the segment link for the segment to which you want to add resources.

4.For the selected segment, select a primary instructor.

5.Click Add Resources.

6.Select Add Instructor.

7.Click the corresponding check box to select the instructor to add for the segment.

8.Click Add.

9.Identify the primary instructor and click the corresponding radio button in the Primary column.

10.Click Apply to All Segments at the segment level to copy the new resources to all segments of the scheduled offering.

11.Click Save and Close.



In this lab, you will copy a scheduled offering (multiple–weekly based). Copy a Scheduled Offering (Multiple-Weekly Based)

1.Navigate to Learning > Scheduled Offerings.

2.Enter search criteria to search for and locate the scheduled offering created in Lab 1 and click Search.

3.Click the scheduled offering ID link to access the record in edit mode and click Copy from the Actions area.

4.Select the Copy Multiple–Weekly Based radio button and enter a new start date in the New Start Date textbox. Note: Your instructor may direct you to use a date in the past so that one of your copies may be used in a future lab.

5.Enter 1 in the Schedule every ___ week(s) field. Note: The system schedules a new offering every week.

6.Select the End after ___ schedules radio button and enter 2 in this field. Note: This allows only two new offerings to be scheduled.

7.Check the Include Registration Cut-off Date checkbox and click Next.

8.On the Confirmation screen, check the Send Notification checkbox. Note: The system sends emails to the contacts listed on the original scheduled offering record.

9.Click Copy. Note the new scheduled offering IDs and start dates.



In this lab, you will modify an offering notification.

Modify Scheduled Offering Notifications

1.Select the Notifications tab.

2.Scroll down to the Edit the Registration Notification for the Scheduled Offering section.

3.In the body of the message, add the following text: . Please bring a Photo ID and notepad to class.




Closing a scheduled offering allows the students to receive credit for the training.

Closing a Scheduled Offering

1.Log into AGILE, then “Click” on the “Learning” button located top left.

1.Click on the “Scheduled Offerings” tab (Left side).

3.On the “Scheduled Offering ID line”: Type in the Scheduled Offering ID #

4.Clear the date boxes for the “After” & “Before”

5. Click on the “Search” button.

6. On the bottom of the page, the name of the course will appear. In the “Item” column, click on the “Edit” radio button. (move your cursor to the second radio button).

7. On this screen, move down to the middle of the page until you are below the “Comments” box. Directly below that box you will see “Closed: No”

8. Click on the words “Close the Scheduled Offering”

9. On the next screen, click “Next”.

10. On the next screen, click “Next”.

11. On the next screen, click “Finish”.

12. On the next screen, click “Return to Scheduled Offering”.

13. You’ve just closed the Scheduled Offering.



In this lab, you will close a schedule offering. *** pg 5 of ENROLLS SOP



In this lab, you will add a second instructor to a segment.

Add a Second Instructor to a Segment

1.Search for a scheduled offering record to access in edit mode.

2.Select the Segments tab from the Related area.

3.Click the segment link for the segment to which you want to add resources.

4.For the selected segment, select a primary instructor.

5.Click Add Resources.

6.Select Add Instructor.

7.Click the corresponding check box to select the instructor to add for the segment.

8.Click Add.

9.Identify the primary instructor and click the corresponding radio button in the Primary column.

10Click Apply to All Segments at the segment level to copy the new resources to all segments of the scheduled offering.

11.Click Save and Close.



Create and Authorize an Instructor

2.Navigate to Learning > Instructors.

2.Click Add New.

3.Enter an instructor ID.

4.Enter the instructor’s last name, first name, and middle initial.

5.Enter the instructor’s company.

6.Select a domain for the instructor.

7.Select an organization for the instructor.

8.Select a time zone for the instructor from the Time Zone drop-down menu.

9.Enter an e-mail address for the instructor. Note: Even though this field is optional, it is recommended that you enter an e-mail address so that the instructor receives all scheduled offering notifications.

10Verify that the Active checkbox is checked.

11.Select Related User, if applicable.

12.Click Add.

Authorize the Instructor to Teach

1.From within the instructor record, select the Authorized to Teach tab.

2.Click the add one or more from list link.



3.Enter keyword to search for the item(s) you want to add to the instructor’s authorized list.

4.Click Search.

5.Click the Add checkbox next to all items to be added to the instructor’s authorized list.

6.Click Add.

7.Verify that all selected items are added to the instructor’s record.



In this lab, you will add equipment.

Add Equipment

1.Navigate to References > Physical Resources > Equipment.

2.Click the Add New link.

3.Enter equipment ID.

4.Enter a description for the equipment.

5.Select a domain for the equipment.

6.If available, enter a serial number.

7.Select the equipment type from the Equipment Type drop-down menu.

8.Select the equipment status from the Equipment Status drop-down menu.

9.Select an assigned location from the Assigned Location drop-down menu.

10If needed, select a facility for the equipment from the Facility drop-down menu.

11.If needed, enter the contact name.

12.If needed, enter comments.

13.Click Add.



In this lab, you will add material.

Add Material

1.Navigate to References > Physical Resources > Materials.

2.Click Add New.

3.Enter a material ID.

4.Enter a description for the material.

5.Select a domain for the material.

6.If needed, enter a revision number.

7.If needed, enter comments.

8.Click Add.



In this lab, you will create a facility. Create a Facility

1.Navigate to References > Physical Resources > Facilities.

2.Click Add New.

3.Enter a facility ID.

4.Enter a description of the facility.

5.Select a domain for the facility.

6.Select a region from the drop-down menu.

7.Select the Holiday Profile from the drop-down menu.

8.Select the time zone of the facility from the drop-down menu.

9.Select the Work Week Profile from the drop-down menu.

10Click the External Facility checkbox if the facility is external to your organization.

11.Enter any relevant comments. Note: This field is for admin informational purposes only.

12.Click Add.

In this lab, you will create a location.

Create a LocationNavigate to References > Physical Resources > Locations.



1.

2.Click Add New.

3.Enter a location ID.

4.Enter a description for the location.

5.Select a domain for the location.

6.Select a location type from the drop-down menu.

7.Select the facility associated with the location from the drop-down menu.

8.Enter the maximum capacity for the location.

9.Enter a contact name and email for the location

10Enter any relevant comments. Note: This field is for admin informational purposes only.

11.Click Add.



In this lab, you will add a class. Add a Class

1.Navigate to Learning > Classes.

2.Click Add New.

3.Enter a class ID.

4.Enter a description for the class.

5.Select a domain for the class.

6.Select a curriculum, if applicable.

7.Enter the maximum size (number of users) for the class.

8.Enter a start date.

9.Enter an end date.

10Click Add.



In this lab, you will setup a class.

Add Users to the Class Set up a Class

1.Access in edit mode the class created in Lab 18.

2.Select the Users tab.

3.Click add one or more from list.

4.Enter search criteria to search for users to be added to the class.

5.Click Search.

6.Click the Select checkbox next to all users to add to the class.

7.Click Add. Note: You may add a new user record by clicking the Create and Add New User button.

8.Verify that all selected users are part of the class.

Set Registration Rules for the Class

1.Select the Register Rules tab.

2.Select the Registration Status from the drop-down menu.

3.Check the Slots checkbox.

4.Click the No charge radio button.

5.Uncheck the Learning Plan checkbox in the Withdraw Rules section.

6.Check all notification checkboxes in the Notification Rules section.




Add Scheduled Offerings to the Class

1.Select the Offerings tab.

2.Click the add one or more from list link.

3.Enter search criteria to search for the scheduled offering you want to add to the class.

4.Click Search.

5.Select the Auto Register and Add checkboxes next to each offering you want to add to the class.

6.Click Add.



In this lab, you will schedule a curriculum and add to a class. Scheduling a Curriculum to a Class

1.Navigate to Learning > Tools > Curriculum Scheduling.

2.Search for and select the curriculum to schedule. Note: The curriculum’s instructor-led items must be sequenced.

3.Click Next.

4.Enter a start date.

5.Enter a start time.

6.Select a domain.

7.Check the Send Notification checkbox.

8.Check the Add the Schedule Offerings to a Class checkbox.

9.Click Next.

10Search for and select a class ID.

11.Click Next.

12.Verify all information is correct and click Finish.

13.Click Go to Class.

14.Select the Offerings tab.

15. Check the Auto Register checkbox for each offering.



Follow these steps to successfully create and implement an item with online content

Online Content Management Process

1.Create the content (using any development tool

2.Upload the content to a public location (e.g., content server).

3.Identify the content type and its location

4.Add content objects/content packages in AGILE

5.Add an item in AGILE

6.Assign the online content to the item during item creation or under the Online Content tab from the Related area of the item

7.Test the online item from AGILE’s user application

8.Assign the item to a catalog and/or to the user’s To Do List (Learning Plan).

Return



Create a Content Object

1.Navigate to Content > Content Objects.

2.Click Add New.

3.Enter the Content Object ID, Title and Domain.

4.Click to select the Content Object is active and Content Object is online checkboxes. Optional information to complete: . Enter the build user, location, company, and date (if needed). . Enter a description for the content object. . Enter the developer tool used to build the content object (if needed).

5.Click Add.

Return



Set Up the Launch Method Tab

1.Select the Launch Method tab.

2.Select the launch method option and enter the URL address of the content in the Filename field.

3. Click Apply Changes.

Return



Create an AICC Wrapper Content Object

1.

Navigate to Content > Content Objects.

2.

Click Add New.

3.

Enter the required information (Content Object ID, Title, and Domain).

4

Enter optional information if desired.

5.

Click Add.

6.

Select the Launch Method tab of the content object.

7.

Select AICC as the content type.

8.

In the Filename textbox, enter the location of the AICC wrapper file.

9.

In the Parameters textbox, enter the location of the document.

Note: Use the syntax, docURL={file location}



Return

Create a Blended Learning Item

1.Enter “Add Item” in the Search box. The Add New Item wizard displays.

2.Click Scheduled and Online to create an instructor-led, scheduled item.

3.Click OK.

4.Select the Item Type from the drop-down menu.

5.Enter an ID.

6.Enter a Title and Description.

7.Enter or select a Domain.

8.Select Number of days from the drop-down menu.

9.Enter Hours per day.

10.Select Approval Required to self-register, if applicable.

11.Select an Approval Process from the drop-down menu.

12.Enter Revision Date and Revision Number.

13.Enter the CPE Hours, Contact Hours, Credit Hours and Revision Time.



14.Click Continue. Note: Required fields for the item are marked by an asterisk (*).

15.Click Settings in the header.

16.Select Modify Settings from the drop-down menu.

17.Check the Content is available for launch (available for users) checkbox.

18.Check the Record learning event when all content is complete checkbox.

19.Select a completion status from the Completion Status drop-down menu

20.Click the Allow users to review content from Completed Works checkbox if desired.

21.Click OK.

22.Click the Associate content to item icon in the table header.

23.Select Add Content Object from the drop-down menu.

24.Search for and select the Content Object.

25.Enter the Object Name (e.g., click to start content, or what you want the user to see if there are multiple objects in this item).

26.If the content does not send completion information to the LMS, check Mark this object complete when launched.

27.If you are creating a folder structure to organize content within this item, you could create a new folder or add this object to an existing one. Otherwise, leave Save in Folder: Root Level as it is.

28.Click OK.

Return



Add a User Record

1.Navigate to the Users tab within Learning Administration and click Add User.

2.The Users pop-up window displays. Enter the user’s information in the fields provided. Note: All fields with a red asterisk are required and must be completed when adding new records.

3.All user records are assigned to a domain. The domain is a way to show administrative ownership and determines which administrators will manage the user record. If the user’s record is assigned to the “Public” (or Default) domain, the record will be editable by all administrators given the right to edit any user records in the system. When adding user records to SuccessFactors Learning, always specify the domain to which the user record should belong.

4.When done, click the Add button.

Return



Revise an Item

2.Navigate to Learning > Items. Search for the item you wish to revise and click the Item ID.

2.In the Actions section, click Revise.

Step 1: Item Revision of the Item Revision Assistant wizard displays.3. Enter a New Revision Date and Time.

4. Edit the Revision Number and item Title.

5. Click Next.

Step 2: Item Revision of the Item Revision Assistant wizard displays.6. Select the appropriate checkbox(s).

7. Click Next.

Step 3: Item Revision of the Item Revision Assistant wizard displays.8. Select the appropriate radio button.

9. Click Next.
