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Last revised: 28th July 2015 © Finpa Australia 1 | P a g e

How to generate reports

Overview

This document describes how you can generate reports and export them to different formats. There are three main types of reports you can generate:

reports on participant activity (for example, to identify which participants have been marked competent for a particular unit)

reports on assessments (for example, to identify all of the assessments that have been submitted but not yet marked)

reports on courses (for example, to identify which students have submitted all their assessments for a particular course).

Requirements

You need to have a user account with site admin privileges on your FinPa LMS site.

Note

The terminology for different components of the learning management system may differ in your site, as each is a customisable term able to be changed

through System settings Terminology. For example Participant may be Student in your system.

In this guide, the terms used are the default terms, for example Courses, Classes, Participants, Participant groups, Assessor, Trainer.


Generate participant reports

Some of the most common reports generated on participant activity include reports to identify which participants have:

never logged in

not started in the time required

commenced units

been marked competent for a unit.

When you log in using a user account that has admin role privileges, you will reach the Management screen, also known as the dashboard.

In order to generate reports on participant activity, follow these steps.

1. Click on the Participant icon or the Participant tab to access the Participant screen.


In the panel on the left of the participants screen, there are a number of search fields at the top, with search results showing in a table beneath.


2. Click on the arrow in the View field and from the drop down menu, select the relevant option. By default, the View field is populated with All active

participants.

The other options in the View field include:

All – which displays all users in the site, including admin users, disabled users, demo users, etc. This will return every single user account regardless of type and status

Never logged in - which displays all users who have never logged in to the system

Never logged in within 7 days - which displays users who have not logged in to the system in the last 7 days

No activity within 14 days - which displays users who logged in but did not proceed to their courses (no course activity) in the last 14 days

Not started in the time required - which displays users who did not start their courses in the required time

Not submitted in the time required - which displays users who did not fully submit all the course assessments in the required time

All active participants - which displays all currently active participants (excluding any site admin related users)

All active enrolments (you may need to scroll to see this option) - which displays the same information as the All active participants view, but

additionally displays each course the participant is enrolled in

Competent units (you may need to scroll to see this option) - which displays all participants’ courses/units that have been marked as fully

competent (all the assessments are submitted and are competent)


Commenced units (you may need to scroll to see this option) - which displays all participants’ courses/units that have been started.

3. Use the search fields to filter the report data according to your needs.

To filter by Date range, populate the From: and To: fields using the drop down calendars. For certain view types, you can specify start and end dates to reduce the report data set. Dates that fall on the start or end dates are included in the report data set. For example, you may only want to report for the month of January 2013, so you can specify the start date as 1/1/2013 and the end date as 31/1/2013.

To filter by Course, click the expand button to view the list of courses, then click the checkbox against the relevant course(s) you want to report on. By default, all course checkboxes are deselected, so the report will include all courses.

To filter by Class, select the relevant class from the drop down list. By default, the Class field is populated with All.

To filter by Participant Groups, click your cursor in the Participant Groups: field and select the relevant group for the drop down list.

To filter by name, email or mobile, enter all or part of one of those search terms in the field.

Note: You can use a combination of search fields to filter the report data according to your needs. For example, you could search for all participants

in a certain class, who have never logged in as shown in the image below.


4. When all relevant fields are completed, click on Search. A report is generated and the search results display in the table beneath the search fields.


Note: When a report is run for Competent units or Commenced units, you will see a Started date header and a Content start date header. To

understand the difference between the two date fields, it’s important to be aware that some of the screens within a course/unit are not considered

content screens (for example, the Unit description, Assessment information and Declaration screens). The Started date refers to the first date the

participant accessed the course/unit, including any screens that are not considered content screens. The Content start date refers to the first date

the participant accessed the first screen of actual content.

There may be times when the dates in the Started date field and the Content start date fields do not match. For example, a participant may have

accessed the Unit description and Assessment information screens within a course on Day 1 and then logged out. It may not have been until Day 2

that the student accessed the first content screen.


Generate assessment reports

Two common assessment reports that are generated are marked and unmarked and fully submitted assessments. Generating a report on unmarked and

fully submitted assessments is a quick and easy way to identify how many assessments are ready to be marked. You can also group and order assessment

data in meaningful ways. For example, if you run a report on unmarked and fully submitted assessments, you can group the data in the report by course

title and order by date submitted.


In order to generate reports on assessments, follow these steps.

1. Click on the Assessments tab.


The Assessments screen displays showing a range of search fields in the panel on the left.

2. Use the search fields to filter the report data according to your needs.

To filter by assessor, enter all or part of a assessor’s name in the Assessor name: field.

To filter by Date marking completed, populate the From: and To: fields using the drop down calendars.

To filter by Date submitted, populate the From: and To: fields using the drop down calendars.

To filter by Course, click the expand button to view the list of courses, then click the checkbox against the relevant course.

To filter by Class, select the relevant class from the drop down list.

To filter by participant group, click your cursor in the Participant group: field and select the relevant group for the drop down list. Note: You can use a combination of search fields to filter the report data according to your needs. For example, you could search for all unmarked

assessments fully submitted for a specific class, as shown in the image below.

3. Select the relevant option from the drop down list in the View: field.

4. Click Search. A report is generated and the search results display in the table beneath the search fields.


5. To order the assessment results, click the column header you need to order the results by.

In the image below, the Date submitted heading has been clicked, causing the results to be ordered by date submitted (most recent to least

recent). Clicking the Date submitted heading again will re-order the results again, from least recent to most recent.


Once you have a list of search results you are able to group the search results according to your needs.

6. To group the assessments, drag one of the table headings to the first row of the table that contains the words Drag a column header here to group

by that column.

This groups the results according to the heading you selected and lists the groups alphabetically. This function helps you to present the data in your

assessment report in a meaningful way. For example, using the grouping function, you can easily locate all unmarked assessment submissions for a

specific course, as shown in the image below.

7. To reveal the results within a group, click the plus button that appears to the left of the group. (You can click the minus button to hide the results again.)

Note: To group by a different category, drag the header back to its original position and drag a new header into the top row.

Note: To group assessment results using multiple categories, drag more than one header to the top row of the table in the order you want to group

the results.


Generate course reports

A course report shows the participants who have submitted all assessments for a particular course, and are waiting for their assessments to be marked. This

report allows you to identify the participants who, once their assessments have been marked competent, will have completed the course. You might use

this filtering system to prioritise assessment marking by focusing on participants who have submitted all assessments for a course, so they can be awarded

a course credit.


In order to generate course reports, follow these steps.

1. Click on the Assessments tab.

2. Select Unmarked courses (fully submitted) from the drop down list in the View: field.

3. Click Search. A report is generated and the search results display in the table beneath the search fields.


View statistics and generate reports from the Management screen


The At a glance section in the panel on the left shows the total figures for some of the most frequently run reports. These figures provide you with a quick

and easy way to identify important statistics around participants (such as the number of active participants in the system and the number of participants

that have never logged in) assessments (such as the number of unmarked assessments) and courses (such as the number of courses where all assessments

have been submitted by a participant). The figures shown here are in real time.

Note: Competent units refers to the number of instance where a participant has been marked as competent for a unit. A participant who has achieved

competence in two units, this will count as two here. Unmarked and fully submitted refers to the number of students who have submitted all assessments

for a particular unit, where the assessments are unmarked.

For example, in the image below, the At a glance section shows that there are 1715 active participants in the system, 648 of whom have never logged in.

There are 207 unmarked assessments that have been fully submitted and 69 participants who have submitted all assessments for a particular course.


You can run any of the reports shown in the At a glance section, saving you the time of navigating to the relevant screen and populating search

fields manually.

To run a report from the At a glance section of the screen, follow these steps.

1. In the At a glance section, click the link of the report you want to run. For example the image below highlights the link you would click to run a

report on unmarked and fully submitted assessments under the Courses heading.


The appropriate screen displays with the report details showing in the table beneath the search fields.


Export a report

You can export the report (search results) as a CSV, Excel or PDF file.

In order to export a report follow these steps.

1. Generate the report you require by clicking one of the report links in the At a glance section of the dashboard or by searching for data using filters in the relevant screen. The search results display beneath the search fields.

2. Click one of the file links at the top of the search fields – CSV, Excel, Excel(.xlsx) or PDF.


The report downloads at the bottom of the screen. Note: this may appear differently in different internet browsers.

3. Click on the downloaded file to open it.


The file opens in the appropriate program. The image below shows an example of a participant activity report exported to an excel file. The naming

convention for exported files is: <name in the View field>_yyyymmdd. For example, the excel file below is

Not_started_in_the_time_required_20141128.xls.


Generate a custom report

If you require a report that needs to satisfy a set of custom rules not covered by the above pre-defined types, please email [email protected] to make

a request. Our support team can then assist in creating a custom report for you. Please note, with these type of custom reports, there is usually a slightly

longer waiting time before the first result set that satisfies your custom rules can be generated.

mailto:[email protected]

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