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eTotara Program management allows you to create learning paths for learners where you can define dependencies and control Totara program management supports the creation of adaptive learning paths, where completion dependencies can be defined and the order and flow of the competencies and courses your learners complete can be controlled.

A program includes completion dates and time limits frames for your enrolled learners to complete each stage of the program. There is also the ability to set up Personalised and customised messages and reminders that are can also be configured to be automatically sent to enrolled learners and their managers as part of the program.Program management allows you to enrol learners .

Learners can be enrolled in a programs based on their organisation, position, management hierarchy, individually or via an audience, and set with different completion criteria set for each group if required. Learners can also be enrolled individually.

Program management also handles the requirement for courses to reoccur on a set cycle, such as yearly. This is great for handling compliance training that staff may be required to complete every year.

Set default image for all programs

  • Select Courses from the Site administration menu.
  • Select Manage programs.
  • Click on the Set default image for all programs link to set a default image to display if no image is uploaded by the program creator.
  • Upload an image in the Default image field.
    Info
    The default program image will display in the Course Catalogue unless a custom image is added within a program's Details.

    Create a program 

    1. Select Courses from the Site administration menu.
    2. Select Manage programs.
    3. Select Add a new program to set up a new program.
    4. Complete the Details section (see below). 
    5. Select Save changes and the Program Overview tab displays.

    You have now created your program and the next step is to add the program content and program assignments.

    Alternatively, site administrators, site managers and course creators can create new programs via the Course Catalogue:

    1. Go to the Course catalogue via Find Learning within the top navigation

    2. Select Create and choose Program from the dropdown list.

    3. Complete the Details section (see below

    4. Click Save Changes.

    5. Select Save changes and the Program Overview tab displays.
    Details  Anchordetailsdetails

    When creating a new program there are a number of details you will be required to add, these are:


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    Creating a program

    1. Select Programs from the Site administration menu.
    2. Select Add a new program.
    3. Complete the Details section.
    4. Add program Content.
    5. Add program Assignments.
    6. Create program Messages as required.
    7. Select Save changes.

    Manage programs pageImage Added

    Alternatively, site administrators, site managers and course creators can create programs via the Course Catalogue:

    1. Go to the Course Catalogue via Find Learning within the top navigation

    2. Select Create and choose Program from the dropdown list.

    3. Complete the Details, Content, Assignments and Messages sections as required.

    4. Click Save Changes.

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    Editing a program

    Once a program has been created it is still possible to make changes by editing the program, although be aware that if a program is live, any changes made will impact on the assigned learners.

    1. Go to Programs within the Site administration menu.
    2. Select the name of the category (or sub category) in which the program sits

    3. Select the corresponding Settings icon (Image Added) for the required program, or select the program name to open it, then select Edit program details.
    4. Edit the program Details, Content, Assignments and Messages as required, as described below.
    5. Select Save changes on each page to save any edits or Cancel to disregard.

    A program can also be deleted, moved up or down the program listing page, hidden, or moved to another category within the category program listing using the corresponding Edit icons.

    Manage programs within a categoryImage Added

    Adding program details 
    Anchor
    details
    details

    The Details section includes basic information about the program and core settings for display and availability.

    This allows you to set a The description text displays in the you set-up

    Setting

    Description

    Notes

    Category

    This is the name of the Select which course category the program sits should sit under.

    -

    The category selected has no impact on which courses can be selected within the program and is for site organisation and navigation purposes only.

    Full name

    This is the The name or title of your the program.

    -
    This will be displayed in the program overview area and within the Course Catalogue.
    Short nameThe short name must or abbreviated name of the program. The display of a program short name is limited across the site.
    The short name must be unique.-
    IDThis allows you to give your program an ID number if required.-Available fromThis allows you to set An optional field to provide a program ID number.

    A program ID can be used to match external systems for data exchange purposes.

    Available From

    Set a date from which the program is available to learners. 

    -If Available from and Available until dates are set, learners will be able to find and enter the program during the period specified by the dates but will be prevented from accessing the program outside of those dates.
    Available UntilSet a date until which the program is available to learners. -Description

    After the date specified, the program will not appear on any program listings or be accessible, except to administrators.

    Summary

    The summary or program description text is displayed in the search program page and when

    a learner is viewing the details of the program.

    -Summary

    The summary text is displayed in the search program page and when the learner is viewing the details of the program.

    -This text can also be used within the Course Catalogue.
    Summary filesThe summary file is displayed in the list of programs.-Summary files might include program descriptors or relevant images files relating to the program.
    Endnote

    The program endnote displays when the learner has completed the program.

    -
    Visibility

    Decide who the program is visible to; all users, no users, enrolled users only, or enrolled users and members of the selected audience.

    To facilitate the last option you can also add one or more audiences to the visibility section.

    -ImageChoose an image to associate with the program.

    Select which group of users can see the program in the Course Catalogue and within any list of program.  Choose from:

    • All users
    • No users
    • Enrolled users only, or
    • Enrolled users and members of the selected audience(s).

    Please see Audiences for more information on creating audiences.

    Audience-based visibility must be enabled via Advanced Features for this option to to display.

    Current iconChoose a program icon from the available list.  Icons can be displayed within program lists and within the Course Catalogue.

    Add new icons via Courses > Custom icons under the Site administration menu.

    Graphic files will be resized to 35 x 35 pixels automatically.

    ImageChoose an image to associate with the program.This image will become the background image if this program is added as a program tile in a Featured Link Block and within the Course Catalogue.
    Current icon

    To add custom program icons:

    1. Click Courses in the Site administration menu.
    2. Click Custom icons.
    3. Select the graphic file you want to use for a course.
    4. Move this file to the Program icon file area.
    5. Select Save changes.

    Graphic files will be resized to 35 X 35 pixels automatically.

    TagsAssociate tags to the program.Tags can be added as filters or search terms within the Course Catalogue.
    Allow extension requests

    When enabled users can submit extension requests for this program, which can then be approved or denied by their manager.

    Program extension requests need to be enabled on the Advanced features page to be able to allow or disallow program extension requests for a program.

    TagsYou can add tags to your program.-

    Edit a program

    Once a program has been setup it is still possible to make changes by editing the program.

    Go to Courses > Manage programs within
    Custom fieldsAny custom fields that have been added to the site for programs will be displayed here.Program custom fields can be added via Programs > Custom fields from the Site administration menu.
  • In the table find the program you wish to edit. 

  • Select the Settings icon, or alternatively select the program to open it, then select Edit program details.

  • Whilst editing a program you can amend the details, add content, assign learners, and manage messages. More about how to do each of these can be found below. 

    Add program content

    Create new program Details tabsImage Added

    Adding program content
    Anchor
    progcontent
    progcontent

    Program content can include any course or competency on your Totara site.

    Content is added in sets. The sets represent the order in which learners complete the learning. A set can contain:

    • A competency and assigned course(s)
    • Course(s)
    • Recurring course(s)

    Time frames and conditions can be established for each set.

    To add content to your program, follow these steps:

  • Go to the Content tab.
  • Select what you would like to add from the Add a new dropdown menu and select Add. Follow the instructions below for the content type you choose to add.

    If

    Then

    Adding a course1.

    set of courses or competencies within a Totara Learn site.  Sets can be created from adding courses, selecting a predefined competency or setting up a single course with a recurrence.

    Adding sets of courses or competencies creates the learning path of the program.  Once multiple sets have been created, set dividers are employed to allow the creation of sequences or dependencies between each set.

    Once the learning path has been finished, the learner has completed the program.

    Info

    An example program with four course sets defined could have dependencies as follows:

    • From set one the learner must complete one course (course A or course B) before proceeding to set two.
    • From set two the learner must complete all courses (course C and course D and course E) before proceeding to set three or set four.
    • From set three the learner must complete one course (course F) or all courses from set four (course G and course H).


    Program Content tabImage Added

    When adding content to a program, open the Content tab in the relevant program and follow the below steps:

    If

    Then

    Notes
    Adding courses
    1. Select Set of courses from the Add a new dropdown menu and click Add.
    2. Click
    1. Browse through the course categories
    and click on each of the courses you wish to add. You need to select your courses in the order you wish them to appear in the set.
    3. Selected course(s) appear in the current selection column, click the delete icon to remove the course from the program selection.
    4. Click Ok to complete the course selection. See also, course set settings below.Adding competencies1.
    1. or Search for a specific course.
    2. Click on the name of each course to be added.
    3. Selected course(s) appear in the Items to add area.
    4. Click Ok to complete the course selection or Cancel to exit.
    5. Complete the course set settings as described below.
    6. Repeat steps 1-6 to add another Set of courses.
    7. Select Save changes.

    Select courses in the order they should appear in the set

    A delete icon to remove a course from the program selection will appear on hover over.

    Add course set dialogueImage Added
    Adding competencies
    1. Select Competency from the Add a new dropdown menu and click Add.
    2. Select the competency framework from the dropdown list.
    3. Select the competency you wish to add.
    4.
    1. Browse through the competency framework(s) or Search for a specific competency.
    2. Click on the name of the competency to be added.
    3. The selected competency will be displayed at the top of the dialogue box
    4. Click Ok to complete the
    course selection.

    When you select a competency that has a linked course(s). The linked course(s) is/are automatically pulled through into the set.

    See also, competency settings below.
    1. competency selection or Cancel to exit.
    2. Complete the competency settings as described below.
    3. Repeat steps 1-6 to add another Competency.
    4. Select Save changes.


    Courses linked to the selected competency will automatically be added to the set.

    Add competency in programImage Added

    Competency setImage Added

    Adding a recurring course

    A program can only have one recurring course

    with

    and no other courses or competencies can be added.

    See Recurring Courses to learn more.

    See also, recurring course settings below.

  • Give your set a name and complete the settings relevant settings (see below for more information). 

  • You can have one or more course sets. If you have more than one, you can choose the rule between them:

    • Or: Learners can either complete the learning in the first course set or the second course set. The learning of both course sets is available at the same time. 

    • Then: Learners must complete the first course set before being given access to the second course set. 

    • And: If both course sets need to be completed. 

    Follow steps 2-4 above as required if you need to add additional content.

  • Select Save changes and confirm them to add your program content. The content has now been added to your program and you are ready to set the learner assignments.

    1. Select Recurring course from the Add a new dropdown menu and click Add.
    2. Browse through the course categories or Search for a specific course.
    3. Click on the name of the course to be added.
    4. The selected course will be displayed at the top of the dialogue box
    5. Click Ok to complete the course selection or Cancel to exit.
    6. Complete the recurring course settings as described below.
    7. Select Save changes.


    Please see Recurring Courses to learn more.

    For training programs that require more sophisticated learning paths and should be run within the same course environment each time, the Certifications functionality should be employed.

    Add recurring course to program dialogue boxImage Added

    Add recurring courses dialogueImage Added

    Info
    If a learner has already completed a course included in the program content, it will
    be treated as such
    recorded as complete within the program. The program enrols the
    leaner
    learner into the course
    and
    , then checks for completion; the program itself has no effect on the completion record.
    Course settings 


    Program Set dividersImage Added

    Anchorcoursesettingscoursesettings

    These are the available settings when adding a course set.

    Setting

    Description

    Notes

    Set nameThe name you give to the course set.-

    Learner must complete

    Choose either:

  • One course: Only one course in the set needs to be completed.
  • All courses: Every course in the set must be completed.
  • Some courses: You can choose a number of courses that must be completed (but not all courses) For example you might set the Minimum courses completed to 3 with a total of 5 courses in the set. This means that a user must completed 3 out of 5 course (which ones these are is up to them).
  • All courses are optional: The user does not have to complete any courses as all are optional.

    If you select Some courses you will then be able to edit additional fields to set the completion criteria, these fields are the Minimum courses completedCourse score field, and the Minimum score.

    These fields are all locked when selecting All courses or One course as the completion of the selected courses is then the completion criteria. 

    Minimum courses completed The minimum number of courses within this course set the assignees must complete for this course set to be considered complete.-Course score fieldSpecify a course custom field which is used to allocate a score to each course in the set. This is used in conjunction with Minimum score to determine the course set's completion criteria. The selected field should have numeric values e.g credit hours.-Minimum score

    A minimum score that must be reached for the course set to be marked as complete. The score is calculated by summing the values from the Course score field for all the courses a user has completed.

    For example, you might have a Credits custom field on your courses, so you could use this setting to mark a course set as complete when a certain number of credits have been achieved.Minimum time required

    This determines the minimum amount of time that users should be given if they are to have enough time to complete the course set.

    Please carefully read the warning alongside this description.

    For example, if set to one week, then it is expected that the user should be granted at least one week to be able to complete the course set, and that it would not be possible to complete it in any time less than that.

    Warning

    Setting this does not mean the user only has a certain amount of time to complete a course set, nor does it set or affect the program due date.

    This does not determine the maximum time allowed to complete the course set and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.

    CoursesThe courses you selected to be part of the set.-Competency settings  Anchorcompsettingscompsettings

    These are the available settings when adding a competency.

    Setting

    Description

    Notes

    Set name

    You will need to give the competency set a name.

    -Competency nameThe name of the competency or competencies you have selected.-Minimum time requiredThis determines the minimum amount of time that users should be given if they are to have enough time to complete the set.-CoursesThis will show any courses associated to the selected competency.-Recurring course set  Anchorrecurringsettingsrecurringsettings

    These are the available settings when adding a competency.

    Setting

    Description

    Notes

    Set name

    You will need to give the competency set a name.

    -Course nameThe name of the competency or competencies you have selected.-Minimum time requiredThis determines the minimum amount of time that users should be given if they are to have enough time to complete the set.-RecurrenceThis is how often the course set should recur.-Course creation

    Course creation defines when the course should be copied and recreated. It relies on the start and end date specified in the course settings.

    -

    Assign learners

    Program assignment allows you to select the learners who need to complete the program. You can select users by organisation, position, audience, management hierarchy, or individually. Once you have assigned learners to the program, the system automatically takes care of course enrolment.

    To assign learners to your program, go to the Assignments tab, select what you would like to add from the Add a new dropdown menu and select Add. Follow the instructions below for the assignment type you choose to add.
     

    If
    Then
    Adding by organisation

    1. Select Organisation from the Add a new dropdown menu and click Add.
    2. The organisation options appear. Click Add organisations to program.
    3. Select the organisation framework you want to use from the dropdown box.
    4. Select the organisation items you wish to assign to the program. The selected items appear in the current selection column. Select the delete icon to remove.
    5. Click Ok to complete the organisation selection.

     

    Select All below to include all users in the hierarchy structure below the selected organisation.

    Adding by position

    1. Select Positions from the Add a new dropdown menu and click Add.
    2. The position options appear. Click Add position to program.
    3. Select the position framework from the dropdown box.
    4. Select the position items you wish to assign to the program. The selected items appear in the current selection column. Select the delete icon to remove.
    5. Click Ok to complete the position selection.

     

    Select All below to include all users in the hierarchy structure below the selected position.

    Adding by audience

    1. Select Audiences from the Add a new dropdown menu and click Add.
    2. The audience options appear. Click Add audiences to program.
    3. Select the audience groups you wish to assign to the program. The selected audiences appear in the current selection column. Select the delete icon to remove.
    4. Click Ok to complete the audience selection.

     

    To learn more about creating audiences, see Audiences.

    Adding by management hierarchy

    1. Select Management hierarchy from the Add a new dropdown menu and select Add.
    2. The management hierarchy options appear. Select Add managers to program.
    3. Select the manager name(s) and then choose the appropriate job (there may be more than one) applicable to the assignment. The selected manager(s) and their job assignment will appear in the current selection column. Select the delete icon to remove.
    4. Select Ok to complete the manager selection.
    5. Select direct team to add just the manager’s direct reports or all below to add their direct reports and their staff’s direct reports.

    Adding individuals1. Select Individuals from the Add a new dropdown menu and select Add.
    2. The individual options appear. Select Add individuals to program.
    3. Select the names you wish to assign to the program. The selected individuals appear in the current selection column. Select the delete icon to remove.
    4. Click Ok to complete the position selection.
    Info

    Learning will be made available immediately to new users once they've self-registered. Audience membership as well as audience-based enrolled learning (i.e. course enrolment and certification/program assignment) will occur before new users first log into the platform.

    For existing users, audience membership and enrolment will occur when the relevant cron runs.

    Set the due date for each group / individual you have assigned to the program. When setting the completion criteria you have two options:

  • Complete by: allows you to set a fixed completion date.
     
  • Complete within: allows you to set a completion date relative to an event. The events include:
  • The date the learner first logged in.
  • Position assignment date.
  • Job assignment date.
  • The date the learner completed another program.
  • The date a learner completed another course.
  • The date record in a profile field.
  • The date they were assigned the current program.

    Select Set fixed completion date or Set time relative to event to save your completion criteria, then select Save changes and confirm your changes. Once saved, a confirmation message appears at the top of the screen. Your program assignments are now set.

    Info

    Users are assigned to the program when the program user assignment scheduled task is run.

    For assigned users that have been given a time exception, the program due date is not updated.

    If a learner has been previously marked as having completed the program and subsequently new courses are added, or the path is changed to then, a learner will not need to go backand do these additional courses because they've already been marked complete for this program.

    Add program messages

    You can create and customise automated messages which are emailed to users assigned to a program. You can also add an optional message for managers depending on the message type selected.

    Create a program message by editing your certification and selecting the Messages tab. The enrolment message and exception report message is added by default for every program.
    Select the message type from the Add a new drop down menu and select Add.
  • Add a subject line and message body.

  • Select Send notice to manager if you want to send a message to the manager of a learner at the same time the learner message is sent. If a learner has multiple job assignments with more than one manager, the message will be sent to all managers.
  • Add a subject line and message body for the manager notice.

    Info

    If a subject is not provided i.e. the field is left blank, the manager subject is populated with the default language strings for each message type.

  • Select Save changes to save your message. You will be prompted to confirm your changes or you can choose to continue editing.

  • Widget Connector
    urlhttp://youtube.com/watch?v=MxweE4MBk9Y

    (This video is taken from the Program and certifications course in the Totara Academy, where you can access more resources and learning materials - including other videos). 

    Message types

    Message TypeDescriptionEnrolmentA message is sent to the learner when they are assigned to a program.Exceptions report

    A message is sent to site administrators when there are new exceptions on the program. An exception occurs when the system is not able to process an action related to the program, e.g. the completion date is set for 30 days from the position start date, but this field is empty for a user assigned to the program.

    Un-enrolmentA message is sent to a learner when a they are unenrolled from a program.Program dueA message is sent to the learner a set number of days, weeks or months before the learner is due to complete the program. Add a Trigger to set when the message is sent.Program overdueA message is sent to the learner when the program completion date for the learner has passed. Add a Trigger to set when the message is sent.Program completedA message is sent to the learner when they complete the program.Course set due

    Sent a certain length of time before the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set overdue

    Sent a certain length of time after the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set completedThis message will be sent whenever a course set is completed.Learner follow-upA message is sent to a learner a set period of time after they have completed the program. Add a Trigger to set when the message is sent.

    Variable substitution

    You can insert variables into the subject and / or body of a message so that they will be replaced with real values when the message is sent. Variables should be inserted exactly as shown.

    VariableDescription%userfullname%this will be replaced by the recipient's full name.%username%this will be replaced by the user's username. %programfullname%this is replaced with the full name of the program.%completioncriteria%this will be replaced by the completion criteria set in the assignment tab.%duedate%this will be replaced by the date assigned to the user to complete the program.%managername%this will be replaced by the manager's name. If a learner has multiple job assignments with more than one manager, a list of all manager names will be output, separated by commas.%manageremail%this will be replaced by the manager's email. If a learner has multiple job assignments with more than one manager, a list of all manager email addresses will be output, separated by commas.%setlabel%this is replaced with the course set label, when the message relates to course sets.

    Capabilities that can edit

    It is possible to assign a variety of editing permissions within the program functionality. Anyone with one or more of the following capabilities will see an Edit program details button whenever they view a program. By clicking on this they will then see the Overview tab, followed by additional tabs based on the capabilities they have assigned to them as follows:

    • totara/program:configuredetails: For the Edit tab.
    • totara/program:configurecontent: For the Content tab.
    • totara/program:configuremessages: For the Messages tab.
    • totara/program:configureassignments: For the Assignments tab.
    • totara/program:handleexceptions: For the Exceptions tab (this applies even if there are no exceptions currently).
    • totara/program:editcompletion: For the Completion tab (the completion editor must be enabled in site cofig).

    Program overview report

    Within the report builder it is possible to use the Program overview report source to create reports combining the status of individual completions in programs as well as the courses within those programs. This allows you to configure your own reports of based on the user, program and course information in the report source. The default columns for the report are:

    • Program Short Name
    • User's Organisation Name(s)
    • User's Position Name(s)
    • User's Fullname
    • Due Date
    • Program Status
    • Progress
    • Course Short Name
    • Course Status
    • Final Grade
    There is also a default Search field filter that allows you to choose a particular program from the dropdown menu to view data on. Many additional filters, such as User Fullname, Status, and Due Date, can be added to reports to narrow down the completion records shown in the reports. 

    Set dividers

    When adding multiple sets of courses or more than one competency to a program, conditional dividers or access rules can be added between sets.   Choose from:

    • Or: Learners can either complete the learning in the first course/competency set or the second course/competency set. The learning of both course/competency sets is available at the same time. 
    • Then: Learners must complete the first course/competency set before being given access to the second course/competency set.
    • And: If both course/competency sets need to be completed. 

    Set dividers are shown in a Program summary page and the Current Learning block.

    Program summary pageImage Added

    Current Learning block with programImage Added

    Course sets
    Anchor
    coursesettings
    coursesettings

    Setting

    Description

    Notes

    Set nameTo provide a title or short description for the set, enter a Set name.

    Set names are designed to aid the learner's understanding of the learning path. For example the first set of courses could be called 'Phase One - Induction' and the second set of courses 'Phase Two - Health & Safety'.

    Learner must complete

    Choose from:

    • One course: Only one course in the set needs to be completed.
    • All courses: Every course in the set must be completed.
    • Some courses: Choose a number of courses that must be completed (but not all courses)
    • All courses are optional: The user does not have to complete any courses as all are optional.

    If Some courses is selected, additional fields to set the completion criteria will become editable.  These fields are the Minimum courses completedCourse score field and the Minimum score.

    These fields are all locked when selecting All courses or One course as the completion of the selected courses will be the completion criteria. 

    Minimum courses completed The minimum number of courses within this course set the assignees must complete for this course set to be considered complete.-
    Course score fieldSpecify a course custom field which is used to allocate a score to each course in the set. This is used in conjunction with Minimum score to determine the course set's completion criteria. The selected field must have a numeric value.To create a custom course field, go to Courses and categories > Custom fields under the Site administration menu.
    Minimum score

    A minimum score that must be reached for the course set to be marked as complete. The score is calculated by summing the values from the Course score field for all the courses a user has completed.

    The selected Course score field must contain a whole number (e.g. 1, 10, 15 etc).

    For example, a 'Credits' custom field could be added to all courses so that a course set will be marked as complete once a certain number of credits have been achieved.

    Minimum time required

    This value indicates a minimum amount of time that a user might realistically need to be able to complete the course set. It is used to determine if the completion period set on the assignments tab is realistic for a particular group of users. If the assignment is not realistic, a time allowance exception will be generated and the user will not be assigned to the program until the exception has been resolved.

    For example, consider a program consisting of a single course set with a minimum time required of 10 days. If a user was assigned with completion criteria that required them to complete it in less than 10 days, then it would raise an exception report for that user.

    When using completion criteria relative to a user, it is possible for some users to generate exceptions but not others. For example, when using the days since first login criteria, each user would have their own deadline that may or may not be realistic.

    When multiple course sets exist in a program the overall minimum time required for the program is calculated based on the worst-case scenario taking into account the course set logic. For example if a program consists of:

    Course set1 [10 days] THEN Course set2 [5 days] OR Course set3 [7 days]

    then the overall time allowance would be 17 days.

    This minimum time value is also used to determine when the 'Course set due message' and 'Course set overdue message' should be sent.

    Setting this does not mean the user only has a certain amount of time to complete a course set, nor does it set or affect the program due date.

    This does not determine the maximum time allowed to complete the course set and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.



    Courses

    The courses included within a course set are displayed.  Additional courses can be added via the Add courses button and courses removed using the corresponding delete icon (Image Added)

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    Course set in programImage Added

    Competency sets
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    compsettings

    Setting

    Description

    Notes

    Set name

    Provide a title or short description for the recurring set.

    -
    Competency nameDisplays the name of the selected competency.-
    Minimum time requiredThis value indicates a minimum amount of time that a user might realistically need to be able to complete the courses within the competency set. It is used to determine if the completion period set on the assignments tab is realistic for a particular group of users. If the assignment is not realistic, a time allowance exception will be generated and the user will not be assigned to the program until the exception has been resolved.

    Setting this does not mean the user only has a certain amount of time to complete the courses linked to the competency, nor does it set or affect the program due date.

    This does not determine the maximum time allowed to complete the courses and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.

    CoursesThis will show all courses associated with the selected competency.

    All listed courses will need to be completed to complete the competency set.

    For more information on competency frameworks and linking courses to competencies, please see Competency Hierarchies.

    Competency set in programImage Added

    Recurring courses
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    recurringsettings

    Setting

    Description

    Notes

    Set name

    The name or title of the recurring course.

    -
    Course nameThis field displays the name of the selected course.Use the dropdown field to change the recurring course selection.
    Minimum time requiredThis value indicates a minimum amount of time that a user might realistically need to be able to complete the selected course. It is used to determine if the completion period set on the assignments tab is realistic for a particular group of users. If the assignment is not realistic, a time allowance exception will be generated and the user will not be assigned to the program until the exception has been resolved.

    Setting this does not mean the user only has a certain amount of time to complete the selected course, nor does it set or affect the program due date.

    This does not determine the maximum time allowed to complete the course and setting this does not set a due date.

    It is used to generate exceptions when a completion date set in the Assignments tab is insufficient and is used to automatically set a sufficiently generous due date when resolving time allowance exceptions using the Set realistic time allowance action.

    RecurrenceRecurrence defines the time period in which the recurring course must be repeated. Recurrence can be specified by any number of days, weeks or months.-
    Course creation

    Course creation defines when the course should be copied and recreated. It relies on the start and end date specified in the course settings.

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    Adding recurring course to a programImage Added

    Note
    If a learner has been previously marked as having completed the program and new courses are subsequently added, or the learning path is changed to a Then set divider, a learner will not need to go back and do these additional courses because they've already been marked complete for this program.

    Assigning learners
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    progassignments

    The Assignments tab is used to select those learners who should complete the program. Users can be assigned by organisation, position, audience, management hierarchy, and/or individually.

    Once learners are assigned to a program, they will be provided access to enrol in each selected course.

    Adding assignments to a programImage Added

    When adding learners to a program, open the Assignments tab in the relevant program and follow the below steps:

    If
    Then
    Notes
    Adding learners by organisation
    1. Select Organisations from the Add a new dropdown menu and click Add.
    2. Click the Add organisations to program button.
    3. Select the required organisational framework from the dropdown box.
    4. Browse through the organisations or Search for a specific organisation.
    5. Click on the name of each organisation to be added
    6. The selected organisations(s) appear under the Items to add area.
    7. Click Ok to complete the organisation selection or Cancel to exit.
    8. Select All below to include all users in the hierarchy structure below the selected organisation
    9. Enter an Assignment due date as described below.
    10. Repeat steps 1-9 to add another organisation(s).
    11. Select Save changes.

    A delete icon to remove an organisation from the selection will appear on hover over.

    Organisations from different frameworks can be selected.

    Adding organisational assignments to a programImage Added

    Organisations selected in program assignmentsImage Added

    Adding learners by position
    1. Select Positions from the Add a new dropdown menu and click Add.
    2. Click the Add position to program button.
    3. Select the required positional framework from the dropdown box.
    4. Browse through the positions or Search for a specific position.
    5. Click on the name of each organisation to be added
    6. The selected position(s) appear under the Items to add area.
    7. Click Ok to complete the position selection or Cancel to exit.
    8. Select All below to include all users in the hierarchy structure below the selected position
    9. Enter an Assignment due date as described below.
    10. Repeat steps 1-9 to add another position(s).
    11. Select Save changes.

    A delete icon to remove a position from the selection will appear on hover over.

    Positions from different frameworks can be selected.

    Adding positions to program assignmentsImage Added

    Assigning due dates to position assignmentsImage Added


    Adding learners by audience
    1. Select Audiences from the Add a new dropdown menu and click Add.
    2. Click the Add audiences to program button.
    3. Browse through the audiences or Search for a specific audience.
    4. Click on the name of each audience to be added
    5. The selected audience(s) appear under the Items to add area.
    6. Click Ok to complete the audience selection or Cancel to exit.
    7. Enter an Assignment due date as described below.
    8. Repeat steps 1-7 to add another position(s).
    9. Select Save changes.

    To learn more about creating audiences, please see Audiences.

    A delete icon to remove an audience from the selection will appear on hover over.

    Adding audience assignment to a programImage Added

    Audience assignment in a programImage Added

    Adding learners by management hierarchy
    1. Select Management hierarchy from the Add a new dropdown menu and click Add.
    2. Click the Add managers to program button.
    3. Browse through the user list or Search for a specific manager.
    4. Click on the manager name(s) then choose the appropriate job assignment(s) applicable to the program assignment.
    5. The selected manager(s) and their job assignment(s) will appear in the Items to add area.
    6. Click Ok to complete the manager selection or Cancel to exit.
    7. Under the For column, select direct team to add the manager’s direct reports or all below to add both thier direct and indirect reports.
    8. Enter an Assignment due date as described below.
    9. Repeat steps 1-8 to add another position(s).
    10. Select Save changes.

    Please see Job Assignments for more information.

    A delete icon to remove a manager from the selection will appear on hover over.

    Assigning managers to a programImage Added


    Set direct and indirect reports for manager assignment in a programImage Added


    Adding individual learners
    1. Select Individuals from the Add a new dropdown menu and click Add.
    2. Click the Add individuals to program button.
    3. Browse through the user list or Search for a specific individual.
    4. Click on the name of each individual to be added.
    5. The selected individuals(s) appear under the Items to add area.
    6. Click Ok to complete the selection of individuals or Cancel to exit.
    7. Enter an Assignment due date as described below.
    8. Repeat steps 1-7 to add another position(s).
    9. Select Save changes.
    A delete icon to remove an individual from the selection will appear on hover over.

    Adding individual assignments to a programImage Added

    Individuals added to the programImage Added

    Assignment due date 
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    progduedate

    The due date for users enrolled in the program via any of the assignment types, must be set using a fixed completion date or using a time relative to one of the following events:

    • First login: Relative to the users first log in to the system.
    • Position assigned date: Relative to the time a position was assigned to any of the users job assignments with the specified position.
    • Job assignment start date: Relative to the start date field of any of the users job assignments with the specified position.
    • Program completion: Relative to the time another specified program was completed by the user.
    • Course completion: Relative to the time a specified course was completed by the user.
    • Profile field date: Relative to the value of a date/time custom field in the users profile.
    • Program enrolment date: Relative to the time a user was enrolled in this program.

    Setting completion criteriaImage Added

    An Assignment due date will be assigned to other users as they join the group. The actual due date cannot be changed if the user has already completed the program. 

    Users' actual due dates may differ from the assignment due date for various reasons, including:

    • If another assignment type includes the same user, the other assignment due date may override this one.
    • If this assignment has a relative due date, which is not yet applicable to the user.
    • A user may have been granted an extension by a manager.
    • If an exception occurred and the Set realistic time allowance action was used to resolve it.
    • This assignment due date may have changed, but the user still has the due date that was originally given to them.
    • This is a certification, and the due date has automatically been set to the expiration date.

    Note that assignment due dates are recorded when the Save changes button is selected, but are not applied until the user assignments are updated. If a message indicating that user assignments have been deferred is displayed, then any user due date changes will not yet be applied.

    Saving program assignmentsImage Added

    Once saved, a confirmation message appears at the top of the screen.

    Confirmation of program assignment changesImage Added

    Actual due date

    After using the Assignment due date option to assign a due date to the group of users and saving all changes, the Actual due date column will display a link to view the specific due date for all users enrolled in the program using the corresponding assignment type. 

    Note

    Due dates for assigned users can been extended only.

    If a fixed due date is set, the date change will be applied immediately.

    If a relative due date is set, the due date will be applied to the users as soon as it can be successfully determined.

    For assigned users that have been given a time exception, the program due date is not updated.


    Relative and set completion dates for program assignmentsImage Added


    Info

    Learning will be made available immediately to new users once their account has been registered.

    Audience membership as well as audience-based enrolled learning will occur before new users first log into the platform.

    For existing users, audience membership and enrolment when the program user assignment scheduled task is run.

    Adding program messages
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    progmessages

    Customised, automated messages can be created and emailed to all users assigned to a program. An optional message for the managers of each assigned learner can also be added, depending on the message type selected.

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    When adding messages to a program, open the Messages tab in the relevant program and follow the below steps:

    1. Select the required message type from the Add a new drop down menu and choose Add.
    2. If relevant, set a time based Trigger for the message being sent
    3. Add a Subject line and Message body, using variables as required.
    4. Select Send notice to manager to send a message to the manager of a learner at the same time the learner message is sent. If a learner has multiple job assignments with more than one manager, the message will be sent to all managers.
    5. Add a Subject line and Message body for the manager notice, using variables as required
    6. Select Save changes to save the message(s).

    Tip

    If a subject is not provided i.e. the field is left blank, the manager subject is populated with the default language strings for each message type.

    Info

    The Enrolment message and Exceptions report message is added by default for every program.

    The subject of the message will be displayed to recipients within their Dashboard.


    Program message optionsImage Added

    Message types
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    progmessagetype

    Message TypeDescription
    EnrolmentA message is sent to the learner when they are assigned to a program.
    Exceptions report

    A message is sent to site administrators when there are new exceptions on the program. An exception occurs when the system is not able to process an action related to the program, e.g. the completion date is set for 30 days from the position start date, but this field is empty for a user assigned to the program.

    Un-enrolmentA message is sent to a learner if they are unenrolled from a program.
    Program dueA message is sent to the learner a set number of days, weeks or months before the learner is due to complete the program.
    Program overdueA message is sent to the learner when the program completion date for the learner has passed.
    Program completedA message is sent to the learner when they complete the program.
    Course set due

    Sent a certain length of time before the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set overdue

    Sent a certain length of time after the current course set is due. The due date is calculated by adding the course set Minimum time required to the date the user started the course set.

    Course set completed

    This message will be sent whenever a course set is completed.

    Learner follow-upA message is sent to a learner a set period of time after they have completed the program.

    Variable substitution
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    messagevariables

    Variables can be inserted into the Subject and/or body of a Message so that they will be replaced with personalised or the relevant values when the message is sent. Variables should be inserted exactly as shown.

    VariableDescription
    %userfullname%Replaced by the recipient's full name.
    %username%Replaced by the recipient's username.
    %programfullname%Replaced with the full name of the program.
    %completioncriteria%Replaced by the completion criteria set in the Assignments tab.
    %duedate%Replaced by the date assigned to the user to complete the program.
    %managername%Replaced by the learner's manager's name. If a learner has multiple job assignments with more than one manager, a list of all manager names will be generated, separated by commas.
    %manageremail%Replaced by the learner's manager's email address. If a learner has multiple job assignments with more than one manager, a list of all the manager email addresses will be generated, separated by commas.
    %setlabel%Replaced with the course or competency set label or name.

    Tracking and editing program completion
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    progcompletion

    The Program Completion Editor must be enabled via Advanced Features via the Site administration menu for the Completion tab to appear.

    Please see the dedicated Program Completion Editor help documentation page for more information.

    Program Completion tabImage Added

    Setting a default image for all programs

    Each program within Totara Learn can be represented within the Course Catalogue by a custom image as set within the program Details.  A default image, for those programs without a custom image, can be set at the site level by following the below steps:

    1. Select Programs from the Site administration menu.
    2. Click on the Set default image for all programs link.
    3. Drag and drop or upload an image in the Default image field.
    4. Select Save changes.

    Program editing capabilities

    It is possible to assign a variety of editing permissions within the program functionality. Any user with one or more of the following capabilities will see an Edit program details button whenever they view a program.

    By clicking on this they will then see the Overview tab, followed by additional tabs based on the capabilities they have assigned to them as follows:

    • totara/program:configuredetails: For the Details
    • totara/program:configurecontent: For the Content tab.
    • totara/program:configuremessages: For the Messages tab.
    • totara/program:configureassignments: For the Assignments tab.
    • totara/program:handleexceptions: For the Exceptions tab (this applies even if there are no exceptions currently).
    • totara/program:editcompletion: For the Completion tab

    Program overview tabImage Added

    Program overview report

    Within the report builder it is possible to use the Program overview report source to create reports combining the status of individual completions in programs as well as the courses within those programs. This allows a report manager to configure reports of based on the user, program and course information in the report source.

    To find out more about how to set up and edit a report using the program overview report source see the Managing user reports section of the Managing reports help documentation. 

    Scheduled tasks

    There are a number of scheduled tasks that take place as part of program management.

    Scheduled task

    Purpose

    Deferred program assignments changes

    Processes any program assignments that have been deferred.

    Program availability checks

    Checks availability according to available from and to settings and marks the program as available or not available.
    Clean enrolment plugins in programsRemoves instances of totara_program enrolment plugins in courses that are not in course sets.
    Program completions

    This task checks every completion record to ensure that course completions that are processed outside of normal completions processes (such as using the course completion editor) are included in the program completion.

    Copy recurring courses in programs

    Makes a backup of any courses that are part of recurring course programs.

    First login program assignments

    Makes program assignments for any assignment type that requires a date that cannot be obtained when program is setup (e.g. completion 6 months from first login).
    Program recurrence historyFixes up completion history for courses that are recurring and have been completed (see comment in totara/program/classes/task/recurrence_history_task.php)
    Program
    reccurence
    recurrenceRemoves assignments to programs so they can be reassigned for recurring programs.

    Send messages related to programs

    Sends messages setup in the messages tab of programs.

    Switch recurring courses in programs

    Switches out recurring courses that were backed up
    by 
    by Copy recurring courses in programs task.

    Program user assignments

    Checks that program user assignments are correct (and assigns or unassigns as necessary or raises exceptions if issues are found).
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    The Totara Academy has a whole course dedicated to using Programs and certifications in Totara Learn. Here you can learn more on how to use programs and certifications, see best practice, and give it a go yourself.