Material - Create/Edit - Step 1 - General (Versioning with Append)

The General step enables administrators to configure the general settings of the material learning object (LO).

This topic applies to organizations that are using Versioning with Append for materials.

To create a material or On the Job Training material:

Go to Admin > Tools > Learning > Catalog Management > Materials. Then, click the Create Material button.

OR, go to Admin > Tools > Learning > Learning Admin Console. Then, click the Create button and click the Material link.

To edit a material, go to Admin > Tools > Learning > Catalog Management > Materials. Then, click the Edit icon to the right of the appropriate material.

To create a new version of a material, go to Admin > Tools > Learning > Catalog Management > Materials. Next to the material, click the Create Version icon.

Enter the following information for the material:

  • Title - Enter a title for the material. The character limit is 500. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Material Type - Select the appropriate material type from the drop-down list. When creating a material, this drop-down only includes active material types. Material types can be configured on the Manage Material Types page.
  • Provider - Select the appropriate provider from the drop-down list. Note: This field cannot be edited when editing a material.
  • Training Hours - Enter the number of hours and minutes that are required to complete the training.
  • Description - Enter a description for the material, this field accepts HTML. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Resources - This section enables administrators to view and manage attachments for the material. The visibility of each attachment can be determined by the administrator. For example, some attachments may be visible to only administrators, while other attachments may be visible to all users. This section is only available for users that have permission to view or manage LO attachments. See Material Resources.
  • Keywords - Enter words to associate with the training. When a user searches for training and enters any of the keywords specified here, the course title will appear in the search results. If multiple languages are enabled for your portal, select the Translate icon to translate the field into other available languages.
  • Available Languages - From the drop-down list, select the languages in which the material is available. The available languages are mainly used for searching purposes and they are independent of the material's default language. At least one language must be selected. At the top of the drop-down list, all selected languages are displayed. The drop-down list only displays the languages that are available to the user. Select the All Languages option to select all available languages.
    • When a language is selected, the material is associated with that language and users can search for the course by associated languages.
  • Default Language - This displays the default language of the material. If a user views a material in a language that does not have a translation, the information is displayed in the default language for the material. When an administrator creates a material, the default language for the material is the administrator's default language at the time they create the material. Note: This field cannot be edited when editing a material.
  • Subjects - Click the Add Subject link to add one or more subjects to the material. This is optional.
  • Credits - Enter the number of credits a user receives upon completing the LO. This number must be greater than zero and less than 1000.
  • Material Image - Select an image to upload if applicable. The image will be visible to the user when viewing the Transcript Details (sometimes referred to as Training Details) page for the LO.

Material Source

This section enables administrators to specify the material source. The administrator can either enter a URL or upload a file. This filed cannot be edited when editing a material. This field can only be edited when creating a new version of the material.

The following options are available:

Custom Fields

Any training custom fields that are enabled for material LOs are available.

Prerequisites

The Prerequisites section enables administrators to set prerequisites for the LO, and the defined prerequisites must be completed by the user before they are able to register for the LO. The status of the training will be Pending Prerequisite until the user completes the prerequisites. It is not required that a LO have prerequisites.

Prerequisite - Add New Option

Prerequisite options are the options that a user can complete to satisfy the prerequisite requirement for training item. All of the training items within an option must be completed in order to satisfy the option.

  • If the training only has one option, that option must be completed by the user before the user is able to register for the training.
  • If the training has multiple options, the user is only required to complete one of the options before they can register for the training.

Click the Add New Option link to add a new prerequisite option. This opens the Select Training pop-up in which the administrator can select the training items that belong in the option. Multiple items can be selected. The selected training appears in alphabetical order within the new option in the Prerequisites table. Note: The same training item can be added to multiple options if it is a requirement for multiple options.

The following information displays for each item in the Prerequisites table:

  • Name - This displays the name of the option or training within the option. Options are automatically numbered in the order in which they appear in the table (e.g., Option 1, Option 2). When an option is deleted, the remaining option names are updated to reflect the new option order.
  • Type - This displays the training type for each item in the option.

A maximum of 10 prerequisite options can be defined. Once 10 options have been added, the Add New Option link is no longer available until an option is deleted.

A maximum of 50 training items can be added to an option. Once 50 items have been added, the Add Training icon is no longer available until a training item is deleted from the option.

Prerequisite - Delete Option

To delete a prerequisite option, click the Delete icon in the Options column for the appropriate option. This also removes all the training items within the option. Options are automatically numbered in the order in which they appear in the table (e.g., Option 1, Option 2). When an option is deleted, the remaining option names are updated to reflect the new option order.

Prerequisite - Add LO to Existing Option

To add an additional training item to an existing prerequisite option, click the Add Training icon in the Options column for the appropriate option. This opens the Select Training pop-up in which the administrator can select the additional training items that belong in the option. Multiple training items can be selected. The selected training appears in alphabetical order within the option in the Prerequisites table.

A maximum of 50 training items can be added to an option. Once 50 items have been added, the Add Training icon is no longer available until a training item is deleted from the option.

Prerequisite - Delete LO within Existing Option

To remove a training item from an existing prerequisite option, click the Delete icon in the Options column for the item. If all items are deleted from an option, the option is also deleted after the changes are saved.

On the Job Training

When creating a material, the On the Job Training section allows administrators to create an On the Job Training item. These options only display if the administrator has permissions for managing On the Job Training. This section is optional, and configuring On the Job Training options changes the behavior of the material LO. To create On the Job Training (OJT):

  1. Select the Requires On The Job Training Completion Observer(s) option in the On The Job Training section. The page will refresh to display additional OJT options for the material.
  2. Designate observers for the OJT by choosing one of the following options:
    • Managers - Select this option to designate learners’ managers as the observers for the OJT. This option is selected by default.
    • Observers by Providers - Select this option to choose a provider (vendor) and then select associated instructors as observers for the OJT. If ILT is not enabled in the portal, this option is read-only. Note: Administrators must have the permission to view ILT vendors to select a provider on this page. Visibility of system vendors can be constrained.
    • Observers by OUs - Select this option to choose an organizational unit (OU) type and then select a specific OU or group of user to designate as observers for the OJT. Multiple OUs can be selected.
  3. Configure completion options for the OJT. For each completion option, determine whether a completion field is active for the OJT and then determine if a response is required for the field. A field must be active in order for a response to be required. The default settings for these options are set on the Formal On The Job Training Completion Options page. The following completion options are available for OJT:
    • Date Observed (Required) - This field allows a completion date to be recorded when the OJT is recorded. This field is active by default and cannot be deactivated.
    • Training Hours - When set to active, this field allows observers to enter training hours for the OJT.
    • Score - When set to active, this field allows observers to enter a numeric score for the OJT.
    • Comments - When set to active, this field allows observers to add comments to the OJT.
    • Attachments - When set to active, this field allows observers to upload attachments to the OJT.

Note: Changes made to the On The Job Training section of the Create Material page are recorded in the Modification History section and are auditable.

For information about managing OJT requests, see Manage On the Job Training Requests.

For information about recording observed training, see On The Job Training - Record Observation.

For information about observation attempts history, see On The Job Training - Observation Attempts History.

For information about setting OJT preferences, see On the Job Training Preferences.

For information about managing OJT from the learner perspective, see Transcript - On the Job Training.

Version Equivalency

When editing an active or pending material, the Version Equivalency section on the General page displays the name and version number of the equivalent material version, if available. This section is only available if the material has one equivalent version.

To remove an equivalent version, click the Remove icon in the Options column for the appropriate material version. A warning pop-up opens to confirm the removal. Removing an equivalent version only impacts users who are assigned the material in the future or who complete a previous version in the future. Tip: If an administrator assigned a new version that is equal to the previous version, but the administrator wants one or more users to complete the new version of the material, the administrator can proxy enroll the users in the new material version and force initial enrollment.

Version Details

The Version Details section enables administrators to view and set the version details for the material.

When creating a material, only the Start Date and End Date fields are available.

Version Preference - Select whether the new version of the material replaces or appends the previous version. Once this value is set for a material, the value is applied to all previous and future versions of the material and this value can no longer be changed for any version of the material. Availability Note: This option is not available when creating a material. When editing a material, this option is visible and read-only if there is more than one version of the material. When creating a new version of a material, this option can be edited.

  • Replace - When this option is selected, only one version of the material can be active at the same time. This means that only one version can appear on a user's transcript. If the user has a material on their transcript and they request a new version of that material, then the new version replaces the old version on their transcript. When a new version is created, the new version replaces the previous version based on the Effective Date setting. When this occurs, the previous version becomes Expired, and the new version replaces it on the user's transcript.
  • Append - When this option is selected, multiple versions of the material can be active at the same time. This means that multiple versions can appear on a user's transcript. If the user has a material on their transcript and they request a new version of that material, then the new version and the old version both appear on the user's transcript. When a new version is created, the new version becomes active based on the Effective Date setting. When this occurs, the previous version becomes Inactive on the user's transcript, and the new version is also available.

Effective Date - Select when the new material version is effective. This determines when users are able to register for or be assigned the new material version. This date cannot be a date in the past. Availability Note: This option is not available when creating a material. When editing a material, this option is only visible if there is a newer version of the material that is not yet effective. When creating a new version of a material, this option can be edited.

  • Immediately - This option is selected by default. When this option is selected, the new material version is immediately available to be requested or assigned. If the Replace option is selected, then the previous version of the material becomes Expired immediately after the new version is created.
  • Assign On - When this option is selected, the new material version is not available to be requested or assigned until the specified date. If the Replace option is selected, then the previous version of the material becomes Inactive on the specified date. The selected date must be the current date or a date in the future. Also, this date must be before the selected Start Date. Note: If the selected date is a date in the future, then users are not selectable on the Reversion Options page. In this situation, all users who match the Reversion Options criteria are automatically selected.

Start Date - Enter the date on which the new version officially replaces the previous version. When the Start Date is set for the new version, this date is automatically set as the End Date for the previous version. When the Start Date occurs, the previous version is automatically expired. This date cannot be a date in the past, and it must be on or after the Effective Date. As a best practice, the Start Date should always be specified when creating a new material version because it cannot be edited after the new version is created (This behavior does not apply to organizations using a DMS integration).

  • If the Replace option is selected, then this field is optional.
  • If the Append option is selected, then this field is required.

End Date - The End Date for a material version cannot be set by administrators. It is automatically set when a newer version of the material is created. When this occurs, the End Date of the previous version is automatically set as the Start Date of the newer version.

Next or Cancel

Click Next to proceed to the Availability step. See Material - Create/Edit - Step 2 - Availability (Versioning with Append).

Click Cancel to cancel the material creation process and return to the Manage Materials page. This discards the new material. See Material Administration.

Modification History

The Modification History section displays a record of each time the material is modified. This includes the modification description, the name of the user who modified the material, and when the modification occurred.

If the material has multiple versions, then this section displays the modification history for all versions of the material.

This section is only available when editing a material and when creating a new version of a material.

The following are examples of how changes appear in Modification History:

  • Edit to Material Type - Material Type in English (US) changed from "Publication" to “Book” by Sarah Villamaino (svillamaino) on MM/DD/YYY HH:MM
  • Edit to Material Source - Material Source in English (US) changed from "www.test.com" to “www.test1.com” by Sarah Villamaino (svillamaino) on MM/DD/YYY HH:MM
  • Material Type for New Material - Material created with English (US) Material Type "Publication" by Sarah Villamaino (svillamaino) on MM/DD/YYYY HH:MM

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