MC Strategies 2008

Administrator RoundtableCompliance ReportingSeptember 26, 2008

. Quick Reference for Compliance Reporting

Licensure Reporting

Discussion - Requests for Future Report Enhancements

Wrap-up

• The MCS LMS includes more than 60 standard reports that supply information in a variety of ways sometimes making it difficult to know which report meets what need.

• We are working on documents to assist you in locating the report you need and providing more information on what type of items each report focuses on.

• Today’s focus is Compliance and Licensure reporting.

Compliance reports generally relate to demonstrating that:

• Organizational ReportsEx: all learners assigned/completed specific lessons or types of training

and/or

• Learner ReportsEx: all training assigned/completed by an individual learner for a specified time period

While all LMS reports will provide some of the information the following will provide the most complete information quickly.

Organizational information: Lesson Detail Summary Report – for single lesson by facility, # learners assigned, # completed # due System Reporting Tool – for individual, department or entire facility by date range Program Summary Report – by facility shows - number of active learners in the facility, number of learners assigned the lessons, total number of selected lessons assigned and number completed. To use the program reports the modules need to be assigned to a program when they are created. Event attendance Listing – by facility you may retrieve the number of learners enrolled in an event and number completed. You can click those numbers to see a detailed list of the learners. This is useful when training was only provided in a classroom. Ex new equipment training by the manufacturer.

Individual Learner InformationLearner Summary - Learner transcript current E-learning, Events and On track trainingSystem Reporting Tool - Individual all training current and archived with date range

Information by Organization - Lesson Detail Summary Report

Choose a specific lesson ( ex. Fire Safety) and the report shows the number of active learners assigned the lesson by facility and the number of lessons completed and due. If you click on the number completed/due you will receive a detailed list of the learners by department.

Assigning Modules and Module Reports

When you are creating modules to deliver lessons for compliance related training you may want to consider the organization’s objectives and how you will need to report the data. If you are assigning mandatory annual training you may want create several modules. Are there lessons that everyone in the organization is required to complete? Create a Mandatory All module and assigned to everyone. Clinical staff may need additional lessons create a Mandatory Clinical with the additional lessons and assign it by job code or group. You may have additional but different lessons required for some non clinical staff that can be assigned in a separate module.

Module Department Report – especially useful for monitoring completion status during the year. Allows to quickly see each department’s completion rate by module so you are looking at information. Module Completed by Learner provides a list of learners that have completed the entire module.Module Due by Learner provides a list of all learners that have yet to complete the module.

Program Reports

Note: these reports require the modules be attached to the program when you create the modules. You may add programs through your CS Rep.

Program Summary Report - Quickly allows you to see if all learners have been assigned the lessons you are reporting on. The report lists the number of active learners by facility. It shows the number of learners assigned the lessons in the program and the total number of the lessons assigned to the learners. It also reports the number of lessons that have been completed.

Other Program Reports

Program Summary by Department – Choose the facility and department and you will receive a detailed report by Learner listing all lessons assigned with Complete by, Started and Completed Date.

Program Summary Incomplete learners – provides a detailed list of learners by facility and department showing number of lessons incomplete and % complete.

Program Summary Incomplete by facility – Choose a single facility and report provides detailed list of learners that have not completed lessons by department including their Managers name if available in the system.

Adding a Program to a Module

Programs are added on the Edit module page. Choose the program from the drop down menu and click Save. All lessons assigned by this module will be attached to that program. If you have already assigned lessons using this module you will need to request that those lessons be added to the program in the database. Your CS representative will assist you with the request.

Using Reports to Manage Compliance

Your organization must track and record annual HIPAA training.Background:You have created 2 modules that contain HIPAA compliance lessons. The first module contains 4 lessons directed at new employees. The second module contains 2 lessons and is required for continuing employees. To date you have 50 new employees and 100 continuing employees, which means you should have assigned a total of 400 HIPAA compliance lessons.

Report Analysis:The program summary report shows 140 enrolled learners with a total of 380 lessons assigned.

It is apparent that 10 active enrolled learners have no HIPAA assignment. Also based on the number of lessons assigned you surmise it is 10 continuing employees missing the module with 2 lessons in it. You can then use the module department report to identify the learners missing the assignment.

System Reporting Tool (available only to Sys Admins only)

• The system reporting tool is 3 distinct reports each available for an individual, by facility/department and facility.

• It will run transcripts of all training for one or all learners.

• It will provide a detailed list of all e-learning active and archived by date range.

• It allows you to create a module with specific lessons to report on even if they were not assigned together originally.

• This function is extremely useful when a Joint Commission surveyor is looking for information on several lessons at one time.

System Reporting Tool

Transcript – All Training - all training for one learner or all learners, including e-learning, current and archived, classroom training, and Ontrack items. Data may be requested for: an individual learner, all learners in a facility/department and all learners in a facility. There is no date range as it shows all training current and archived.

Assigned E-learning Detail - a detailed listing of all e-learning (active and archived) chosen by module completed between a range of dates for each assigned learner. First you choose the module and date range and then you determine if you wish to run it for the organization, a single learner, a single facility or department.

E-learning Module Report - a detailed listing of all completed and incomplete e-learning for currently assigned lessons by a selected module. No archived lessons and no inactive learners are included. This report is best used for current assignments when trying to determining what compliance lessons are assigned and complete for the current year.

Individual Learner Reports

Learning Summary – located under Learner reports this is a complete transcript for current training for a single learner. It includes E-learning, Events and On Track items assigned and includes completion information.

System Reporting Tool - The system reporting tool is 3 distinct reports available by individual, including complete transcripts of all training, detailed e-learning both current and archived by date range by module with specific lessons This function is extremely useful when a Joint Commission surveyor is looking for information on several specific lessons at one time. (available to Sys Admins only)

On Track (consult your Account Manager if you do not have this available)

– Identify Certifications needed and track their completion with online or other training

– Used to track and report on license and other certification renewal information.

– When the learner renews their license or certification you mark them complete for the current due date in the Item and add the new due date at that time.

– You can run On Track reports for Completed items and Incomplete Items for a specific date range. The due date for item will also appear on learner’s calendars.

To enroll a learner in an Item you may choose either Item enrollment or Learner enrollment. As you see below you can locate the learners by last name, learner ID, Group or Job code.

Add the learner when the screen refreshes click the Item name. The following box appears.

If it is a new learner add the scheduled (Due) date, choose Save and then Close the window. To mark an item complete you add the completed date and check the completed box. Click Save – the window refreshes and you have the opportunity to add a new schedule date.

Add the new Due date and Click Re –schedule. The page will refresh and now show the completed item as well as new re-scheduled item.

Reporting License InformationOn Track reports allow you to search for Complete and Incomplete Items by the Scheduled (Due) date. You may also search for Completed items by the completion date. To retrieve a list of learners Due to renew you would choose the Incomplete by Scheduled date. You can run the report by one or all departments in a facility and for a specific date range. The date range is useful if you want to pull monthly reports for current staff with license renewals due that month.

Department Detail ReportList all learners for the Item both complete and incomplete.

Discussion - What Future Enhancements Would you like to see?Comments from the administrators on the call:

Have more reports that allow selecting multiple departments. Report needs to reflect completion rates for module assignments, particularly mandatory assignmentsProvide visibility as to whether modules are global or localProvide a ‘negative report’ that identifies the individuals who have NOT received an assignment (particularly aimed at mandatory training) and allow filters to be selected for department, jobcode, etc.Provide the ability to exclude self-enrolled lesson completions from department completion reports. When they are mixed in with mandatory training it is confusing. (Discussion indicated that if you run Module reports, self-enrolled lessons will not appear because they were not assigned in a module)Provide standard sort features and filters on all reportsNeed an Event Manager report to reflect the list of incomplete learners for an event or course.

All suggestions will be reviewed by the MCS Change Control Committee and will become a part of MCS strategic enhancement planning for 2009. If you have other ideas, please send your comments to your Client Service Representative who will then forward the information along to the committee.

Our next roundtable discussion is scheduled for :

October 24th

Topic: Event Manager Feature Review

Enhancement Discussion