vduworkstation - prwebww1.prweb.com/prfiles/2004/12/17/189998/manual.doc · web view% total...

e-Office Safety/e-Start Learning Management System

e-Office Safety/e-startIncluding e-Learning WMB’s Leanrning Management System - e-LMS

Version 2.1

Supplied by e-learning WMB

Dec-04

of 43


1 Introduction e-Office Safety allows the users of display screen equipment to assess their own workstation and obtain training in how to use the computer ergonomically. The program specifically addresses the issue of office related injuries such as upper-limb disorders, soft tissue shoulder injuries and back injuries. With industrial injuries becoming a growing concern within the office environment, e-Office Safety aims to protect both the safety of the office worker and the company from litigation.

e-start includes elements of e-Office Safety but also goes further dealing with a variety of HR topics encountered during induction training. Instead of the one-off process or traditional induction, the system is designed to bring invaluable knowledge to the employee when it is needed. Both programs consist of 3 separate parts:

The e-learning – where employees learn about company procedures The Learning Management System (LMS) - used to manage the data, scheduling

tasks and producing reports. The Content Management System (CMS) – used to customize the e-learning

content.

of 43


2 Contents

1 INTRODUCTION 2

2 CONTENTS 3

3 INSTALLATION 6

3.1 Pre-installation Checklist 63.1.1 Server Specification: 63.1.2 Client Specification: 6

3.2 E-Learning Installation Instructions 63.2.1 Trouble Shooting 6

3.2.1.1 When trying to go to http://localhost/lms/login.asp 63.2.1.2 When logging in to the system … 73.2.1.3 When first viewing the e-learning content … 73.2.1.4 When registering a new user, logging out of the system or changing any data in the reporter section of the program … 73.2.1.5 When accessing reports … 73.2.1.6 Emails are not sent by the reporting system (do not appear in the audit trail) 8

3.3 Content Management Tool Installation 93.3.1 Trouble Shooting 9

3.3.1.1 The Content Management Tool is a demonstration version 93.3.1.2 The Content Management Tool does not save changes 9

3.4 Frequently Asked Questions 93.4.1 Functional Queries 93.4.2 Technical Queries 11

4 SYSTEM SETUP 13

4.1 Introduction 13

4.2 Enter HR Data into the Learning Management System 134.2.1 Option 1: Enter entire company data 134.2.2 Option 2: Enter Company Sites and Departments 134.2.3 Option 3: Merging Existing Company Details 144.2.4 Option 4: Silent Log-in from Existing Intranet 14

4.3 Merging Existing SCORM data 144.3.1 Step 1: Import Course 144.3.2 Step 2: Import Course Data (optional) 154.3.3 Step 3: Import Staff (optional) 15

4.4 Make Training Compulsory prior to assessment 15

4.5 Alter the Log-in Screen 16

4.6 Content Management System 16

of 43


5 THE E-LEARNING 17

5.1 Introduction 17

5.2 Starting the e-learning process 17

5.3 e-Learning Navigation 17

6 THE LEARNING MANAGEMENT SYSTEM 18

6.1 Introduction 18

6.2 Screen Layout 18

6.3 Today 206.3.1 Search 20

6.3.1.1 Employee Search v’s Subject Search 206.3.2 Pending Tasks 206.3.3 Not Attempted Tasks 216.3.4 Reports due for review 226.3.5 Emails due to be sent 22

6.4 Topics 236.4.1 Training 24

6.4.1.1 Employee Search v’s Subject Search 246.4.1.2 Training: Detail 25

6.4.2 Exams 266.4.2.1 Employee Search v’s Subject Search 266.4.2.2 Exams: Detail 27

6.4.3 Tasks 286.4.3.1 Employee Search v’s Subject Search 286.4.3.2 Tasks: Detail 296.4.3.3 Editing Tasks 30

6.5 Functions 316.5.1 Search 316.5.2 Print 316.5.3 Email 326.5.4 Export 33

6.6 Queries 346.6.1 Introduction 34

6.6.1.1 Example Queries 346.6.1.2 Benefits 35

6.6.2 Report Queries 356.6.3 Email Queries 36

6.7 Audit Trail 386.7.1 Sent Mail 38

7 THE CONTENT MANAGEMENT SYSTEM 39

7.1 Change Global Company Properties 39

7.2 Edit Individual Pages 40

of 43


7.3 Add Questions 40

8 AREAS OF FURTHER INTEREST 42

8.1 Consultancy 42

8.2 Learning Management System Integration: SCORM 42

8.3 e-Learning Development 42

9 Contact Details 43

For more information on training and support contact E-learning WMB on 08700 46 34 50, email [email protected] or access our Web sites at www.e-learningwmb.co.uk, www.e-officesafety.com or www.e-start.co.uk.

of 43

http://www.e-start.co.uk/

http://www.e-officesafety.com/

http://www.e-learningwmb.co.uk/

mailto:[email protected]


3 Installation

3.1 Pre-installation ChecklistThe e-learning should be installed on a intranet/internet webserver. NO local installation on the client machine is necessary.

Before starting you should ensure that your server has:

3.1.1 Server Specification:Internet Information Server (IIS) version 5+ or Personal Web ServerWindows 2000+ 50Mb free disk space

3.1.2 Client Specification:Internet Explorer v5.5 +Flash v5 or above

3.2 E-Learning Installation Instructions1. Place the CD in the drive2. Select the link for e-Office Safety or e-start.3. Follow the on-screen installation instructions. 4. Point the install to the active web directory – this is usually the “inetpub\wwwroot” folder.5. Open Windows Explorer enable the USR_computername user write access to the inetpub\wwwroot\lms

folder *.6. Open Internet Explorer and type into the address bar “http://localhost/lms/login.asp”. 7. You can now log in using a normal test account (e.g. “test1” as instructed on screen.)8. Log out and then log in using a manager’s account (e.g. “reporter”) – you will see your new record in the

database.9. Log out and then log in using a reporter’s account (e.g. “admin”) – you will see how to administer the

system,

* You will require administrator access to your web server to do this. Open windows explorer and navigate to the inetpub\wwwroot\lms folder. Right-click and open the properties page, click the security tab, and grant the IUSR_computername user account write access. XP Note: The security tab is not visible by default in XP Home or XP Pro when configured for workgroup use. Open windows explorer, Tools -> Folder Options -> View and uncheck the "Use Simple File Sharing (recommended)" setting to make the security tab available.

3.2.1 Trouble Shooting

3.2.1.1 When trying to go to http://localhost/lms/login.asp The page does not loadThe Learning Management System (LMS) may not be installed in active web directory The software can be installed anywhere on the server but it does then need to be registered within IIS. To do this, follow these steps:

1) Open IIS (Control Panel > Administrative Tools > Internet Information Services).

of 43

http://localhost/lms/login.asp

http://localhost/lms/login.asp


2) Right Click on the “Default Web Site” then select [Create Virtual Directory].3) Give the site an alias “lms”4) Browse to the directory where the lms folder is.5) Run http://localhost/eofficesafety/lms/login.asp or right-click on the file “login.asp”

located in the “lms” directory from within IIS and select [Browse].

The user is redirected to the registration.asp page Active Directory authentication caused this to happen due to a conflict in the user id field; whenever the system detects a logged in user who is not in the database, it redirects to the registration page. This feature can be deactivated by receiving new login.asp and registration.asp files – contact [email protected] for replacement files.

3.2.1.2 When logging in to the system …Parent path directory errorIIS 6 has a security feature which needs to be altered.

1) Open IIS (Control Panel > Administrative Tools > Internet Information Services).

2) Go to the Properties of the site.3) Select the [Home] tab.4) In the Applications Settings section select the

Configuration button.5) The select the [Options] tab.6) Check the box To Allow Parent Paths.7) Then restart IIS and all should be well.

3.2.1.3 When first viewing the e-learning content …The navigation bar at the top appears but the screen is ‘blank’The system requires the client PC to have at least IE 5.5 (IE 6 is recommended). If the browser is old or set up not to run Flash objects then the screen will appear blank. Upgrade the browser on client PCs to resolve this problem.

3.2.1.4 When registering a new user, logging out of the system or changing any data in the reporter section of the program …

Path file access error/Database errorChange the permissions of the Guest Account on the server to have write access to the localhost/lms/ folder.

You will require administrator access to your web server to do this. Open Windows Explorer and navigate to the inetpub\wwwroot\lms folder. Right-click and open the properties page, click the security tab, and grant the IUSR_computername user account write access. XP Note: The security tab is not visible by default in XP Home or XP Pro when configured for workgroup use. Open windows explorer, Tools -> Folder Options -> View and uncheck the "Use Simple File Sharing (recommended)" setting to make the security tab available.

3.2.1.5 Data Not Saving …Tracking OK, but data lost on exiting programIt is possible to enter the system, record data and then exit the program and everything appear to be working normally. When the user then logs in again he cannot see any data.

of 43

http://localhost/eofficesafety/lms/login.asp




The reason for this will almost certainly be due to security permissions set on the database. Follow the instructions laid out in section 3.2 ensuring you set full permissions on the database lms.mdb for the IUSR_Computername account.

3.2.1.6 When accessing reports …Graphs are not showingMicrosoft Office Web Components need to be installed. The software is free and independent of the standard Office install. Download the latest version from www.microsoft.com.

Opening reports returns you back to the log in pageThe Client browser has a pop-up blocker that is preventing the reports from appearing. This has generally been found to occur with Yahoo toolbar pop-up component on Internet installations.

Strange characters such as “?s” and squares appear in the dataThe database needs to be amended to have a field changed and query updated. If you are updating from an old installation (early version 2 pre-2005) then send us your lms.mdb file and we can make the necessary amends.

3.2.1.7 Emails are not sent by the reporting system (do not appear in the audit trail)Relay Settings in IIS need to be set in IISInternet Information Server need to allow it’s SMTP server to relay emails. This is quite simple done by opening IIS and changing the Properties of the SMTP Virtual Server by selecting the Access tab and allowing the site to relay the IP address 127.0.0.1 as shown below. The email will now work.

Email needs to be setup.The automated emails are by default configured to work with "CDOSYS". Cdosys.dll is a Component Object Model (COM) component designed to simplify writing programs that create or manipulate Internet messages. CDOSYS is an integral part of the Microsoft Windows operating systems (including Windows 2000 and XP.)

There are however alternative Microsoft technologies such as "CDONTS" else "Jmail", "ASPemail" , "ASPMail" or "DundasMailer". If your server supports one of these, open using a text editor the file "Report_Home.asp" Line 17 : and change Const MailSendCMP =

of 43


"CDOSYS", to the value of the Const "MailSendCMP " to one of alternatives mentioned previously.

Contact 08700 46 24 50 if any of these solutions do not resolve your problem.

3.3 Content Management Tool InstallationThe content management tool should be installed on the client PC of whoever has permission to change the e-learning content.

1 Place the CD in the drive.2 Select the link for e-Office Safety or e-Start.3 Select Install Content Management Tool – this tool is identical for both e-learning

courses.4 Follow the on-screen installation instructions. 5 Make 2 copies of the files found at “localhost/lms/ecourses/projectname” – archive

and date stamp one copy, and make the other available for off-line editing (with read/write access).

6 When edits have been made, tested and approved, then back-up and date stamp the course (i.e. “ecourses/projectname_01_01_2005” then copy over the altered content on to the web server. Never copy over the contents of the lms subfolder since this is where the data is stored i.e.lms.mdb.

The Content Management tool enables novice computer users to make sophisticated changes to the e-learning.

NB We do advise you to verbally instruct the users to NOT paste text from Word etc since the program is designed to deal with plain text only.

3.3.1 Trouble Shooting

3.3.1.1 The Content Management Tool is a demonstration version The demonstration version of the content management software is shipped out on the standard CD. This does not have a save option. To receive the full installation contact [email protected] and the full version will be sent to you.

3.3.1.2 The Content Management Tool does not save changesIf changes are still not saved, you will need to check that the user of the tool has read/write access to the server. This may need to be done by changing the users permission settings on the server using the Windows 2000 Administration control etc.

3.4 Frequently Asked Questions

3.4.1 Functional Queries

Is the System Accessible in line with the recent changes in the Disability Discrimination Act?It is vital that all e-learning courseware is totally accessible to persons with disabilities; if not your company is open to prosecution under the Act from October 2004. With this in mind e-

of 43



Office Safety has been designed with accessibility in mind. Where non-accessible units are used such as Flash, alternative content can be found on the page. The pages have also been structured so that persons without site or with motor difficulties can fully access the content. e-learning WMB are experts in this pragmatic approach to accessibility – more information can be found by contacting 08700 46 24 50.

Do users need to re-enter user names after logging on to the company intranet in order to access the e-learning?Not necessarily, the Learning Management System (LMS) can be set up to either accept session variables or authenticate using Microsoft’s Active Directory. If additional programming is required to merge the systems, the work is charged at £600 per day.

Can users be made to complete the e-learning prior to accessing the assessment section?Users can indeed be forced to do all the training prior to their initial assessment. This ensures that each user receives all the training.

To change this setting open the file “lms/ContentViewer/cvobjs.js” in notepad and change on line 36 “var m_allowAssessment = false;”. “False” means that you cannot access Assessment without first completing the training section.

Can I add additional e-Learning Content to the system?e-LMS accepts any third-party e-learning content which conforms to the industry accepted SCORM v 1.2 e-learning standard.

Can I add e-start or e-Office Safety to another Learning Management System?Yes. The e-Learning courses can be loaded into any other SCORM compliant Learning Management system such as PeopleSoft or SAP. To do this simply install as usual then merge the content found in the appropriate folder from the “e-courses” subfolder into the third-party LMS. The data will be tracked using the same API calls used in e-learning WMB courses.

In what way can the system be configured for my organisation? There are 3 main ways the system can be configured for your organization:

1) Content Management – the system can be customized using the Content Management System (CMS). Images can be changed and text can be altered – see the Content Management Chapter for further details.

2) Data Management Queries – the system has been set up with a list of standard email and report queries. Using these you can automatically email people when they need an assessment etc. – see the Data Management Chapter for further details.

3) Questions added and removed – there are two types of question: “Exam” questions test the user; and “Task” questions identify tasks which need to be carried out (used for risk assessments). Subsequent versions of the software will enable you to add these questions using the CMS, in the mean time fill in the Question Structure form in the appendix and we will customize the program for you.

of 43


3.4.2 Technical Queries

Who will complete the installation on the server? The software is packaged to make installation easy. We do require you to run the installation program from a CD. We do encourage you to call us when going through this process so we can guide you through the process and give you any necessary license codes.

Do you suggest a separate server or one already running other services? While using a separate server is always the best choice in technical terms, we realise it is not always a feasible option. The e-learning has been configured to have low CPU and Memory requirements so can quite happily exist on a shared server. Therefore it is up to the client to decide what kind of workload it expects, what kind of hardware is available, and the performance required, and to choose between dedicated and shared hosting. As a general rule, it is advised that if the client envisages having over 50 concurrent users at any one time (likely in installations of over 5,000 people) then a dedicated server is advised.

What kind of database does the system use?e-LMS uses MS Access as its default database – this can comfortably handle up to 100 concurrent users (likely only in the case of installations with over 10,000 people). If required the database can use SQL Server, contact e-learning WMB for details.

Has your software been tested on Windows server 2000 or 2003? Yes, our systems are checked on all common server configurations.

What spec server would be needed to host the application? The software requirement is Windows Workstation/Server with IIS 5.0/6.0, ASP, and MS Access 2003 DBA. The hardware requirements are minimal, please refer to the MS Windows XP Pro minimal hardware requirements for a specification.

Has your software been tested on Windows XP Pro SP2 and Office 2003 SP1? Again various client configurations are tested, including the very latest versions of XP and Microsoft Office. It is important to note that the client requirements are not really important here since the only requirement is MSIE 5.5+ and Flash 5.

How will the e-LMS application link to Exchange/Lotus Notes for sending out emails to end users? The Learning Management System uses CDO to send emails - the specific settings depend on whether the LMS will be running on the exchange PC or another where we will be using the default SMTP server – please feel free to call us for advice on how this should be done. In both cases the mail server should be configured to allow sending of emails from LMS. If your organization has a preferred method of sending emails then the system can be configured accordingly.

of 43


How will we allocate the necessary system access to those people who are likely to need to update the actual content of the training using the Content Management System (CMS)? A development copy of the e-learning will need to be stored locally on a shared drive. Changes can be made to this copy, tested and then uploaded over the old content when ready. The application should be installed locally and this should be limited to the few authorised users.

What support will be provided at 3rd level e.g. it doesn't work properly but all our diagnosis shows everything to be working fine?Telephone and email support is available from 9.00am to 5.00pm from Monday to Friday. If any malfunction is due to a coding error etc we can usually turn around diagnosed fixes by the start of business on the next day after it is reported. All our products undergo a complete QA process during development, a copy of the company’s Quality Plan can be made available on request.

Remember to check the website at www.e-officesafety.com for up to date FAQs.

of 43

http://www.e-officesafety.com/


4 System Setup

4.1 Introduction

When deploying the e-learning there are various options, which can be altered to “make the system your own”.

4.2 Enter HR Data into the Learning Management System

Before using the program to collect data, you need to input some company details (employees, departments etc) using the Learning Management System (see Section 4 for additional information). There are a number of options available to you for which you will need to choose one:

4.2.1 Option 1: Enter entire company dataThis option enables employees to log in using a predefined ID code. To do this the database must first be populated – to do this:

1) Go to the home page and log in as ”admin”.2) Select [Sites] and enter the sites in your company.3) Select [Departments] and enter the departments in your company.4) Select [Employees] and press [Add Employees] to enter the employees in

your company.5) Define for each employee whether the type of user they are:

i) Super Admin: Can add any type of user to the system and add sites and departments etc. This user has full reporting capabilities over the whole company.ii) Admin: Can add employees and report on data in the locations for which they are responsible.iii) Reporter: Can report on data in the locations for which they are responsible.iv) User; normal user who carries out the e-learning.

The system is now ready for use.

4.2.2 Option 2: Enter Company Sites and DepartmentsThis option forces users to register themselves online prior to using the system. It is easier to set up but does mean that you cannot use the Learning Management System to send users emails etc until they have first registered on to the system.

To do this takes the following steps:

1) Go to the home page and log in as ”admin”2) Select [Sites] and enter the sites in your company.

of 43


3) Select [Departments] and enter the departments in your company.4) Select [Employees] and press [Add Employees] to enter the employees in

your company.5) Enter the following types of employee into the database, then send them their

log in details:i) Super Admin: Can add any type of user to the system and add sites and departments etc. This user has full reporting capabilities over the whole company.ii) Admin: Can add employees and report on data in the locations for which they are responsible.iii) Reporter: Can report on data in the locations for which they are responsible.

4.2.3 Option 3: Merging Existing Company DetailsIf an existing company database exists, then the details can be imported directly into the e-learning system.

To do this log in as an administrator and access the Import Staff link. Here you will need to merge your personnel data as an ASCII delimited text file with the header attributes “FName, LName, Email, LoginID, Dept, Location, Site, Group”).

4.2.4 Option 4: Silent Log-in from Existing Intranet This options means that users will neither have to register, nor log-in prior to using the system. This option is carried out by enabling the e-learning system to accept session variables from your existing intranet or authenticate using Microsoft’s Active Directory.

e-Learning WMB can guide you through this process, if however additional programming is required to merge the systems, the work is charged at £600 per day.

N.B. If you are looking for advice on which option to select please do not hesitate to get in touch.

4.3 Merging Existing SCORM data

It is possible that you have additional third-party e-Learning courses which you will want to host in the Learning Management System. To do this there are 3 main steps:

4.3.1 Step 1: Import Course

Course information can be imported into the system by:

of 43


a) Copying all the e-learning files into a folder called the eCourses directory (the manifest file “imsmanifest.xml” will need to be in the root of this folder.

b) Log in as an administrator and select Import Courses, then Add Course.c) Browse to the appropriate subfolder in the eCourses directory then select Add to

complete the operation.

If you have used another Learning Management System to collect data you may want to amalgamate the data into a single system. To do this you will need to follow steps 2 and 3.

NB If you do not have SCORM compliant data (third-party e-learning courses or course data) then you can skip the next two steps.

4.3.2 Step 2: Import Course Data (optional)

Data collected on a third-party Learning Management System can be imported into the system using this option. This section may be skipped if you have not used a previous SCORM compliant LMS.

To carry out this merge:d) Export the existing course data from the third-party Learning Management System to

an ASCII delimited text file with the SCORM header attributes “FName, LName, Email, LoginID, Dept, Location, Site, Group”. Be careful to copy the order exactly.

e) Log in as an administrator and select Import Course Data, then Add Course Data.f) Browse to the appropriate text file then select Add to complete the operation.

You will need to ensure that your personnel data on the e-LMS Learning Management System, matches your old data structure. To do this you will need to Import Staff Data.

4.3.3 Step 3: Import Staff (optional)

If you have imported course data from a third-party Learning Management System you must also import staff data in order to make sense of the information.

To carry out this merge:g) Export the existing course data from the third-party Learning Management System to

an ASCII delimited text file with the header attributes “CourseID, LoginID, Property, Value, Scope, Time” Be careful to copy the order exactly.

h) Log in as an administrator and select Import Staff, then Add Staff Data.i) Browse to the appropriate text file then select Add to complete the operation.

If you have completed steps 2 and 3, the system will now be updated with the necessary SCORM compliant information from the previous Learning Management System.

4.4 Make Training Compulsory prior to assessment

Users can be forced to do all the training prior to their initial assessment (you are prompted as to whether you would like to do this during installation.).

of 43


To change this setting open the file “eofficesafety/lms/ContentViewer/cvobjs.js” in notepad and change on line 37 “var m_allowAssessment = false;”. “False” means that you cannot access Assessment without first completing the training section.

4.5 Alter the Log-in Screen

The existing log-in screen is generic and includes some demo password information. This screen can be customized with your company’s logo etc. To achieve this, change the file login.htm in the root folder of the web application.

4.6 Content Management System

Existing e-learning content can be changed by opening the Content Management System (if installed a short-cut will be present on your desk-top). Open up the Module0 folder on the development copy of the data and then open any HTML file in one of the sub-folders.

Using this tool pictures can be changed and text can be edited. There are a number of things you should be aware of before using the tool:

Do not cut and paste directly from Word etc – the program will not accept formatted text. If you are editing using a word processor first, then paste the text into notepad, then copy it again and paste it into the program.

Where Flash files effect the logic of the page, the Flash files should not be removed. This will then affect the way the program works. It is advised to restrict editing images to involve static images only.

Some images you will not be able to change since they are loaded into the background. In such cases you can often simply load a new image over the top.

Try to make changes using the style sheets wherever possible. Alterations to many of the variables found in the Project Properties screen will only

effect e-start and not e-Office Safety since many of these properties refer to the on line induction system.

An online tour which demonstrates how the system is used can be found at www.e-start.co.uk/whatwedo/customise.htm.

of 43

http://www.e-start.co.uk/whatwedo/customise.htm

http://www.e-start.co.uk/whatwedo/customise.htm


5 The e-learning

5.1 Introduction

The e-learning imparts knowledge to the user, tests the users knowledge and then asks them questions which identify further tasks which need to be carried out by management.

This process is designed to be user-friendly, combining graphics and diagrams - the user should find the program both informative and fun to use.

5.2 Starting the e-learning process

Employees should be emailed with the link to the appropriate log-in screen (i.e. “http://localhost/eofficesafety/lms/login.asp”). If all personnel are already located in the Learning Management System (see Options 1 & 3 in the System Setup Chapter) then set up a query to email personnel who have not done an assessment – help will be given on how to do this in the Learning Management System chapter.

Once logged in the e-learning session can then commence.

5.3 e-Learning Navigation

The e-learning provides information on-screen to the user to ensure successful navigation around the whole system without needing additional training.

The screen shot identifies all elements of the system:

1) This is the tracking menu, when a screen is “Not Attempted” the circle is white, when the screen is “Browsed” or “Incomplete” then it is half-shaded and finally when the screen is completed the circle turns black.

2) This is the main breadcrumb menu, here the user can skip to other modules in the training

3) This is the screen title4) This is the navigation location5) This icon signifies that an interaction is required on the screen – in this case a multi-

choice question.6) This is the navigation bar which enables the user to progress through the e-learning

in sequence.7) This icon signifies that the user can proceed to the next page.8) This link leads to the training results.9) This link leads to the results of the exam and risk assessments.

of 43



6 The Learning Management System

6.1 IntroductionAny member of an environmental safety department, a facilities manager or the manager of a small office could use the Learning Management System. In the table below are listed some example users and the advantages they can gain from the system.

User Access Level Tasks

H&S Manager Super AdminSet up company wide reports to examine the effect of the e-learning

Setup emails to automatically inform users when their next assessment is due. Such emails are automatically resent until the assessment is done.

HR Manager Super AdminEnter new employees into the system.

Change company structure (sites, departments etc).

Facilities Manager

AdminReviews requests for new items of equipment. Any new requests automatically appear as tasks that need attention.

The facilities manager can produce purchasing reports for areas over which he/she has responsibility.

Line Manager Reporter Review the assessment results of personnel for which they have responsibility in case any intervention is required.

Normal Employee User Review results of their own training, exam results and any tasks they need to do as a result of the risk assessment they have completed.

N.B. For smaller installations (under 1000 people) a single Super Admin user who has overall responsibility for health and safety would be sufficient. If however the

responsibility for health and safety, purchasing etc was separated into different job functions then permission can be set up in the way described above.

The functionality described in the Learning Management System (LMS) is available to all access levels apart from the normal “User”.

of 43


6.2 Screen Layout

When logging in to the Learning Management System (at the Reporter Level or above) the screen will resemble that below.

1) Today – This automatically generates operations which are due for attention today. These can include tasks which are pending, or reports and emails which need to be generated.

2) Topics – Data is separated out into 3 categories: Training Data, Exam Data and Task Data.

3) Queries – Reports and Email queries are stored here for future use.

4) Sent Mail – An audit trail is kept of all emails sent out to employees

5) Search – The search function filters the data displayed. You can search by Employee for management reporting or by Subject.

6) Data – This is the filtered data relevant to the currently selected tab.

7) Log out – the user can log out by closing the window or clicking here.

The functionality held within each tab will be described…

of 43


6.3 Today

This is a list of operations which are due to be carried out. Information in this tab enables you to handle the data on a day to day basis.

6.3.1 Search

The data in the Data area can be filtered using the search bar at the left hand side of the screen. Enter text to search for a particular task, report or email, else define a search filter then press [Search]. The data will be filtered accordingly.

6.3.1.1 Employee Search v’s Subject Search

Employee searches are essentially used for searching or filtering for an employee or group of employees upon which tasks are due.

Subject searches are used to find a particular task (which can apply to a number of employees), report or email which is due for review.

Examples of these searches are listed below…

Employee search Subject Search

List tasks attributed to person x. List all persons who have a new (”Not Attempted”) task a

List incomplete tasks attributed to person y List all persons who have an “incompleted” task b.

List all tasks attributed to department z List all reports which have the word “seating” in their title

6.3.2 Pending Tasks

This is a list of tasks which have a status of either “Browsed” or “Incomplete” – indicating that a task has had a date assigned to it for further action, but that action has not been competed.

To see what action is needed click on the task name. This will bring up the screen shown below:

of 43


1) Change Status – once the task has been carried out the status can be changed to “Completed” – until then it will remain as a pending task – otherwise set it to “Browsed” if you have looked at the problem but not scheduled a corrective action or “Uncompleted” if an action is scheduled in the future

2) Enter Date – if you want to alter the date on which the task will be, or has been, carried out then change the date.

3) Enter Comments – any details about the process by which the task will be carried out can be entered here. This can be an instruction to the user or a memo.

4) Save Changes – save alterations made.

The goal is to remove the task from the Today list by either scheduling the task for a later date or changing its status to “Completed”.

6.3.3 Not Attempted Tasks

These tasks have a status of either “Incomplete” – which indicates that these are new tasks which have been initiated by users.

Again click on the task to either schedule an action for a later date or set it as “Complete”.

of 43


6.3.4 Reports due for review

These are predefined reports which are automatically generated at periodic intervals (defined in the Queries tab.)

Click on the report title then press [Print] to preview the report.

More information is given on generating reports for Training, Exams and Tasks (i.e. risk assessment information etc) in each section.

6.3.5 Emails due to be sent

These are predefined emails which are automatically sent out at periodic intervals (defined in the Queries tab.)

To send out the email click on the email title, then press [Send]. Instruction is given on generating these emails later in this section.

of 43


6.4 Topics

The Topics tab consists of 3 subject areas:

Training – a complete record of all e-learning that has been carried out. Exams – the results of any competency assessments.

Tasks – tasks which are required to be carried out as a result of an online survey such as a risk assessment.

Each section is described in turn along with the functionality common to all these subject areas.

of 43


6.4.1 Training

When a screen is visited by each user a number of parameters are recorded. These parameters include time taken on each screen, date last entered each screen, status of the screen (i.e. Not Attempted, Browsed or Completed).

A summary of this information is displayed on the screen.


Employee searches are essentially used for searching for an employee or group of employees upon which management reports can then be produced.

Subject searches are used to find a particular training lesson (which can apply to all employees in the selected department, site, location and group) and list the performance of all personnel for this lesson.



List training performance on all questions List all persons who have “completed” a

of 43


attributed to person x. lesson on “First Aid”

Set up an automated email to all personnel who have yet to complete the training

List all persons who have “browsed” but not yet completed a lesson on “Seating posture”

Produce a management report with graphical analysis on all personnel who have completed the training.

Find all lessons accessed in the last week.

6.4.1.2 Training: Detail

Click on a users name in the Training Data area to see the full training record for that user.

The employees will see the same Training record by clicking on the [Training] link at the bottom of the e-learning screen.

Select [Export] to send the information to Excel.Select [Email] Employee to send the selected employee an emailSelect [Print] to print the training record.

NB Further email and printing options are described in the Functions section of the manual.

of 43


6.4.2 Exams

Throughout the e-learning a number of questions can be asked which assess the competency of the employee. The answers to these questions have an associated state (“Pass“ or “Fail”) and a score.



Employee searches are essentially used for searching for an employee or group of employees upon which management reports can then be produced.

Subject searches are used to find a particular exam question (which can apply to all employees in the selected department, site, location and group) and list the performance of all personnel for this question.



List exam performance on all questions List all persons who have got a question

of 43


attributed to person x. “correct” a lesson on “Manual Handling”

Set up an automated email to all personnel who have failed the exam’s pass mark

List all persons who have got a question on “Seating posture” incorrect, with the intention of sending them an email with further advice.

Produce a management report with graphical analysis on all personnel who have passed the exam.

Find all questions accessed in the last week.

6.4.2.2 Exams: Detail

Click on a users name in the Exam Data area to see the full exam record for that user. By each question is the employee’s answer along with feedback and the resulting score.

The employees will see the same Exam record by clicking on the [Exam] link at the bottom of the e-learning screen.

Select [Export] to send the data to Excel.Select [Email] Employee to send the selected employee an emailSelect [Print] to print the exam results and feedback record.

NB Further email and printing options are described in the Functions section of the manual.

of 43


6.4.3 Tasks

At the end of each e-learning module a number of questions are asked which have an associated task connected to them. For instance the question could be part of a risk assessment asking “Do you need a new chair?” – if the user answers “Yes” to this question then a new task of “Purchase a new chair” is set up in the database.



Employee searches are essentially used for searching or filtering for an employee or group of employees upon which tasks are due.

Subject searches are used to find a particular task (which can apply to a number of employees).



List tasks attributed to person x. List all persons who have a new (”Not

of 43


Attempted”) task a

List incomplete tasks attributed to person y List all persons who have an “incompleted” task b.

List all tasks attributed to department z List all tasks which have the word “seating” in their title

6.4.3.2 Tasks: Detail

Click on a users name in the Tasks Data area to see the complete list of tasks required for that user.

The employees will see a similar list of Tasks by clicking on the [Task] link at the bottom of the e-learning screen (although unless specified the users will be unable to alter the tasks themselves.

Select [Export] to send the information to Excel.Select [Email] Employee to send the selected employee an emailSelect [Print] to print the training record.

To edit the tasks on the screen select a name.

of 43


6.4.3.3 Editing Tasks

1) Change Status – once the task has been carried out the status can be changed to “Completed” – otherwise set it to “Browsed” if you have looked at the problem but not scheduled a corrective action or “Uncompleted” if an action is scheduled in the future.

2) Enter Date – if you want to alter the date on which the task will be, or has been, carried out then change the date.

3) Enter Comments – any details about the process by which the task will be carried out can be entered here. This can be an instruction to the user or a memo.

4) Save Changes – save alterations made.

N.B. The goal is to remove the task from the Today list by either scheduling the task for a later date or changing its status to “Completed”.

of 43


6.5 Functions

6.5.1 Search

The data can be filtered using the search bar at the left hand side of the screen. Enter text to search for a particular user, else define a search filter then press [Search]. The data will be filtered accordingly.

6.5.2 Print

The Print button will produce a report on the data currently displayed on screen. If you wish to change the data which is to be included in the report select a different search filter.

Press the [Print] button to produce the Training Summary Print Screen below:

1) Report Title - this will appear on the document and can be used for searching for the report at a later stage.

2) Description – this can include details of the chosen search filter etc.

of 43


3) Create a reminder – if you wish to review this report again at a later stage then set a reminder – the report will then appear in the Today section when the reminder is due. Note you will need to Save the report for the reminder to be active.

4) Save – the report for later use. It will appear in the Queries section for later use.

5) Graphical analysis – select the appropriate graphical analysis you wish to see on screen.

6) Print - press the [Print] button to preview the report on screen. The report can be printed by selecting from the menu File > Print.

6.5.3 Email

The [Email] button will send an email to employees currently displayed on screen. If you wish to change the search filter, this will affect the personnel to whom the email will be sent.

Press the [Email] button to produce the Training Summary Email Screen below:

1) Email Subject - this will appear in the subject line of the email and can be used for searching for the report at a later stage.

of 43



3) Create a reminder – if you wish to send out this email again at a later stage then set a reminder – the email will then appear in the Today section when the email is due to be sent. Note you will need to Save the email to make this “nagging email” active.

4) Save – the email for later use. It will appear in the Queries section for later use.

5) Send - press the [Send] button to send the email to the selected users.

6.5.4 Export

Click on the [Export] button to export the displayed data into ASCII delimited text format. This data can be merged into a data analysis package such as Microsoft’s Excel for further analysis.

of 43


6.6 Queries

6.6.1 Introduction

The Queries tab contains any Report or Email queries that have been defined in the Topics area of the program.

NB Queries can only be defined when printing or emailing from the Topics section.

The advantage of saving these search queries is that they can be reused at will and compare against old data instantaneously.

6.6.1.1 Example Queries

Below are some sample queries – you can of course remove these and add your own…

Report Queries

Name Rationale Search FilterTraining take up This simple report gives the

percentage of completed screens per person. This is a useful monitor of the spread of e-learning in your organization.

Employee SearchTrainingNo filter definedPress then Press [Print]

Pass Exam In depth analysis of the effectiveness of the exam. The study looks at the effect various parameters has on scores such as department, location, time, question etc.

This report is printed off and reviewed every month.

Employee SearchExam% Correct from =”60%” to = “100%”Repeat days = “30”Press [Search] then Graphical Analysis = All selectedPress [Print]

Safety analysis by job function

Identifies at risk groups. Groups have been defined by job function i.e. sales, admin, finance etc.

Using this analysis you can graphically identify at risk groups and act accordingly.

Employee SearchTaskCourse =”Office Safety”Press [Search] then Graphical Analysis = “Group”Press [Print]

Email Queries

Name Rationale Search FilterNew Users Emails any new users who have

joined the company, welcoming them to the system with an appropriate URL.

This email is sent out every month to appropriate users until they have

Employee SearchTraining% Complete from =” 0%” to = “1%”Press [Search] then Repeat days = “30”

of 43


started the assessment. Press [Send]Failed Exam Sends an email to users who have

failed the exam and continues to send out the email weekly until the exam pass mark of 60% has been passed.

Employee SearchExam% Correct from =”0%” to = “59%”Press [Search] then Repeat days = “7”Press [Send]

Outstanding Tasks Feedback to users who have carried out a risk assessment and have identified tasks which need carrying out.

The email informs users that the appropriate personnel will contact them shortly.

Employee SearchTask% Total Rating from = “1” Press [Search] then Press [Send]

New Seat Procedure This is a specific email which informs the user of the necessary procedure to carry out if a new seat has been requested as part of the risk assessment.

This email is automatically sent out every week, but only sends the message to anyone who has this problem once. This is handled by the Date strings.

Subject SearchTaskSearch Text* = “Seat”Date from** = (today’s date – 1 week)Date to** = (today’s date)Press [Search] then Repeat days = “7”Press [Send]

* NB You must click on an employee’s name to search on this parameter ** Enter the date string e.g. “05/11/2004” when the query is made. The program will automatically alter the date for future queries to a week in the past etc.

6.6.1.2 Benefits

Queries have three major benefits:

Data can be analyzed automatically which leads to direct and immediate management intervention.

Meta-analysis of the data leads to the identification of underlying trends in the work environment which can in turn affect overall policy etc.

They guarantee the effectiveness of the system by sending out emails to personnel to ensure that the system is used.

Remember queries are defined originally in the Topics tabs, but the existing queries can be edited by clicking on report or email name in this section.

6.6.2 Report Queries

To delete a query select the query and then press the [Delete] button. Queries can be edited by clicking on the report query name. This displays the Summary Print Screen below:

of 43


1) Report Title - this will appear on the document and can be used for searching for the report at a later stage.


3) Create a reminder – if you wish to review this report again at a later stage then set a reminder – the report will then appear in the Today section when the reminder is due. Note you will need to Save the report for the reminder to be active.

4) Save – the report for later use. It will appear in the Queries section for later use.

5) Graphical analysis – select the appropriate graphical analysis you wish to see on screen.

6) Print - press the [Print] button to preview the report on screen. The report can be printed by selecting from the menu [File] > [Print].

6.6.3 Email Queries

To delete a query select the query and then press the [Delete] button. Queries can be edited by clicking on the email query name. This displays the Summary Email Screen below:

of 43


1) Email Subject - this will appear in the subject line of the email and can be used for searching for the report at a later stage.


3) Create a reminder – if you wish to send out this email again at a later stage then set a reminder – the email will then appear in the Today section when the email is due to be sent. Note you will need to Save the email to activate this “nagging email”.

4) Save – the email for later use. It will appear in the Queries section for later use.

5) Send - press the [Send] button to send the email to the selected users.

of 43


6.7 Audit Trail

6.7.1 Sent Mail

Any emails sent out by the system are recorded in the Sent Mail tab. e-LMS keeps a complete audit trail of all correspondence issued by the system which can be reviewed here.

Click on the [employee’s name] to see the contents of each email.

of 43


7 The Content Management System

All e-Learnning WMB’s e-learning content is supplied with a content management system which enables the content to be tailored for each organization.

Open the content management system and load in any e-learning page from the e-learning course (these can be found at inetpub\wwwroot\lms\ecourses\course_name\modulex\sectionx\pagex.htm).

7.1 Change Global Company Properties

When first loading in the page you can change any of the global properties. These properties can be used as global variables throughout the program and save you having to change details on every screen.

These generic elements include logos, company name etc to more detailed facts such as number of days sick leave allowable etc. Many of these variables only apply to the e-start program.

For an interactive tour of these features visit :

Step 1: Changing Global Properties - www.e-learningwmb.co.uk/flash/step1.htm

of 43

http://www.e-learningwmb.co.uk/flash/step1.htm


7.2 Edit Individual Pages

Open the page you want to edit then active the "edit mode" by pressing the button on the screen. Elements can be altered directly by typing onto the screen or inserting images etc

.


Step 2 - Editing text - www.e-learningwmb.co.uk/flash/step2.htm

Step 3 - Changing images - www.e-learningwmb.co.uk/flash/step3.htm

Step 4 - Changing Stylesheets - www.e-learningwmb.co.uk/flash/step4.htm

Step 5 - Additional tools - www.e-learningwmb.co.uk/flash/step5.htm

7.3 Add Questions

Add screens to get feedback from the user population. These can be used to test the competency of the user population or simply to get feedback.

of 43






The system is currently being enhanced to enable you to add both exam and assessment questions. In the meantime any questions you wish to add can be organized with the delivery of the product.


Step 6 - Adding questions - www.e-learningwmb.co.uk/flash/step6.htm

of 43



8 Areas of Further Interest

8.1 Consultancy

e-learning WMB employs a full-time ergonomic consultant. If you wish to get external help in setting up the system from both an ergonomics and technical view-point assistance can be sought. If on-site assistance is required this is charged at the company’s standard rate of £600 per day.

8.2 Learning Management System Integration: SCORM

The Learning Management System supplied with e-Office Safety and e-start is compliant with any SCORM v1.2 compliant e-learning course. If you wish to enlarge your license to deal with third party content then let us know – we will also be able to help you with the integration process.

8.3 e-Learning Development

e-learning WMB are specialists at producing bespoke e-learning solutions. The company is UK based with a production office out in Eastern Europe. Based in our offices is an array of bespoke e-learning project management, illustration, programming and design skills suited to your e-learning needs.

If you wish to add further bespoke e-learning modules to the e-Office Safety/e-start systems or create an entirely new e-learning experience, then contact us – our prices will be a very pleasant surprise.

of 43


9 Contact Details

If you have any queries please do not hesitate to contact us, a representative will be online to help you during office hours, else send an email to [email protected].

e-learning WMB - Head Office UKHuntingdon House278-290 Huntingdon StreetNottinghamNG1 3LY tel: 08700 46 24 50from outside the UK +44 0115 993 4230email: [email protected]

e-learning WMB - South AfricaPO Box 25440Monument ParkPretoria 0105South Africa tel: +27 (0)15 516 2411email: [email protected]

e-learning WMB - Bulgaria38-40Viktor Grigorovich Str.1606 SofiaBulgaria email: [email protected]

of 43

vduworkstation - prwebww1.prweb.com/prfiles/2004/12/17/189998/manual.doc · web view% total...

Documents