1. Reports and Learning Resources Module 5 1

2. SLMS Primary Administrator Training Module 5: Reports and Learning Resources 2

3. View Activity Rosters Reports: collections of data formatted for presentation and/or distribution; based on queries. Queries: “raw” sets of information from the SLMS database. Typically unformatted; “Rows and Columns” SLMS can only report on data contained in SLMS. Primary, Secondary, and Support Administrators can generate and view SLMS reports. Reports About SLMS Reports: More detailed information available at http://www.goer.state.ny.us/Training_Development/slms/index.cfm 3

4. View Activity Rosters Reports Running reports in SLMS requires 6 steps: 1 Locate the report you want to run 2 Find / Create a Run Control ID for your report 3 Specify the data to include in your report 4 Define the format and output of your report 5 Track the report's progress 6 Access and view the report 4

5. View Activity Rosters Reports List of Reports Available in SLMS: SLMS Report NameReport Description Activity Roster Lists all learners enrolled for an activity. You can run the report by catalog item, activity code, enrollment status, and activity date range. Activity TranscriptLists the enrollment status, passing status, and grade for all learners within an activity. Certification Status Lists the learners who have completed a specific certification. The report shows completion date, expiration date, and recertification date. Certification Compliance Lists manual changes made to learners' program registration status. For a selected program, lists the learner's name, the new status, the date of the status change, and name of the user who updated the status. Activity Component Progress Lists the lesson title, lesson status, and lesson score for each lesson completed for each learner within a SCORM or AICC compliant self-paced learning component. Curriculum CompletionsLists the learners who have completed a specific curriculum. History by Department Lists learning transcripts for all learners in a specified department, or a specific learner within that department. 5

6. View Activity Rosters Reports List of Reports Available in SLMS cont. SLMS Report NameReport Description Item Completion Lists the learners within a department or customer organization who have completed a catalog item, and the enrollment status, passing status, and grade for each learner. Learner Transcript Lists complete transcript for all learning completed by one learner. It includes learners' course information, including enrollment status, passing status, and grades. Learning Component Progress Lists all learners enrolled in an activity and their completion progress in the activity's learning components. Program Roster Lists all the learners registered for a specific program. You can run the report for a curriculum or a certification within a specified date range. The report shows learner's name, organizations, registration status and date completed (if the status is Completed). Transcript by Organization Sorted by organization, lists learners' course information, including enrollment status, passing status, and grades. NYS PDF Catalog ExtractDisplays catalog items and activities by SLMS category NYS Training Credit Hours Displays learners’ In-Service training hours by Organization and Learner NYS Training Hours by County Displays learners’ training hours by County NYS CLE Instructor Report Displays training hours credited to Instructors who are assigned to learning activities during a specific time period 6

7. Report - Activity Transcripts Activity Transcript All SLMS reports are found in the Enterprise Learning > Learning Reports > Activity Transcripts folder. If you expect to run a report often, you can add its link to your SLMS Favorites. This will make it easier to find. 7

8. Report - Activity Transcripts Activity Transcript Run Control ID: A word, phrase, or code that identifies your request for an SLMS report. Run Control IDs that you create are available only to you. 8

9. Report - Activity Transcripts Activity Transcript In this example, you will create a new Run Control ID to use with this report. 9

10. Report - Activity Transcripts Activity Transcript Each field has a look up function to help you find the Catalog Item and Activity you want to include in your report. 10

11. Report - Activity Transcripts Step 12 Activity Transcript In this example, you will select the Catalog Item named, “Administrative Professionals: Representing Your Boss.” 11

12. Report - Activity Transcripts Step 14 Activity Transcript When you have specified all the data you want to include in your report, click the Run button to continue. 12

13. Report - Activity Transcripts Activity Transcript On this screen, you will tell SLMS what format you want for your report and how you want it distributed. 13

14. Enrollments in SLMS Options for SLMS Report Formats and Distribution: Distribution Types Email File Printer Web (Recommended) Format Options HTM (webpage) PDF (Portable Document Format) RTF (Rich Text Format) XLS (Excel Spreadsheet format) 14

15. Report - Activity Transcripts Activity Transcript Always select the XML Publisher option for your SLMS reports. SLMS does not run Crystal reports. Your report will not run successfully if you select the Crystal option. 15

16. Report - Activity Transcripts Activity Transcript If you want to keep your reports for longer than the value in the “Retention Days” field, enter a higher value. For example, enter 365 to keep your report available for one calendar year. 16

17. Report - Activity Transcripts Step 17 Activity Transcript You have now submitted your report request to SLMS. For each report you submit, SLMS assigns a Process Instance number. The Process Instance number for this example is 1797. Make note of this number so you can refer to it later if necessary. 17

18. Report - Activity Transcripts Activity Transcript You are now ready to view and track the status of your report request. Click the Process Monitor link. 18

19. Report - Activity Transcripts Activity Transcript 19

20. Report - Activity Transcripts Step 20 Activity Transcript If your report is not posted when you arrive on this screen, you can click the Refresh button until you see the statuses update. 20

21. Report - Activity Transcripts Activity Transcript 21

22. Report - Activity Transcripts Activity Transcript Once your report has successfully run, you can view it in your Reporting Console. 22

23. Report - Activity Transcripts Activity Transcript To view your list of your reports, click the My Reports link. You may need to set your preferences the first time you use this page. 23

24. Report - Activity Transcripts Step 26 Activity Transcript The most recent report will usually be at the top of the list. Check the Run Date/Time column at the right hand side to verify. 24

25. Report - Activity Transcripts Activity Transcript Your report will open in a new browser window. You may need to enable pop-ups in your browser, if the report does not appear. 25

26. Report - Activity Transcripts Activity Transcript When you are finished viewing your report, click the Close button to return to your Report Console. 26

27. View Activity Rosters SLMS Primary, Secondary, and Support Administrators can only view and assign facilities and rooms in their Learning Environment. Facilities are usually the same as building. Facilities can exist in SLMS without any rooms associated to them. Rooms cannot exist without a facility. Primary, Secondary, and Support Administrators can add rooms to existing facilities within their Learning Environment. Facility and Room Resources You should always check with the appropriate contact person when booking or modifying rooms that are managed by other people, bureaus, or agencies. 27

28. View Facility Calendars and Room Reservations Facilities Calendar The Facilities Calendar will help you identify rooms and other resources available for use when creating and scheduling activities. 28

29. View Facility Calendars and Room Reservations Step 6 Facilities Calendar The fields on this screen will help you look up the facility you want. 29

30. View Facility Calendars and Room Reservations Facilities Calendar In this example, you will use the Description and City fields to search for all facilities in your Learning Environment. Clicking the Search button will begin your search for facilities. 30

31. View Facility Calendars and Room Reservations Step 10 Facilities Calendar There are two facilities that match your search criteria. This example will use CAMPUS/LABOR/BLDG 12. 31

32. View Facility Calendars and Room Reservations Step 11 Facilities Calendar 32

33. View Facility Calendars and Room Reservations Step 13 Facilities Calendar You can change the view by specifying a room with the room look up tool. 33

34. View Facility Calendars and Room Reservations Step 14 Facilities Calendar Use the Previous Month and Next Month buttons to quickly navigate to different months of the facilities calendar. 34

35. View Facility Calendars and Room Reservations Facilities Calendar Clicking the Weekly link will show the facility’s schedule one week at a time. 35

36. View Facility Calendars and Room Reservations Facilities Calendar Use the calendar tool to select another week. 36

37. View Facility Calendars and Room Reservations Step 20 Click the 6 link. Facilities Calendar In this example we will select the week of November 6. After you select the date you want, click the Refresh button. 37

38. View Facility Calendars and Room Reservations Facilities Calendar There is an activity scheduled in Room 194 on November 8. Clicking the link for the activity will show you additional information. You can view a daily schedule of facilities by clicking the Daily link. 38

39. View Facility Calendars and Room Reservations Facilities Calendar The Facilities Calendar also allows you to reserve rooms in your Learning Environment. You can use the Reserve a Room feature for events (meetings, etc.) that are not hosted in SLMS. 39

40. View Facility Calendars and Room Reservations Maintaining and Adding Rooms As SLMS administrators, you have the ability to add and maintain rooms in your Learning Environment. 40

41. View Facility Calendars and Room Reservations Facility and Room Resources At this screen, you will decide if you want to view or edit an existing room or add a new one to an existing facility. In this step, you are looking up a facility first. Then you will either view existing rooms or add new ones. 41

42. View Facility Calendars and Room Reservations Facility and Room Resources Searching within your Learning Environment returned over 300 facilities. 42

43. View Facility Calendars and Room Reservations Facility and Room Resources In this example, you will select an existing facility called, “NYS & CSEA Partnership for Education and Training.” Clicking the Rooms tab will show you all rooms associated to this facility. It will also give you the option to add new rooms. 43

44. View Facility Calendars and Room Reservations Facility and Room Resources You can see there are currently two rooms in this facility: “CONFERENCE ROOMS PARTNERS” AND “3A.” 44

45. View Facility Calendars and Room Reservations Facility and Room Resources Clicking the Add Room button will allow you to enter information and create a new room for this facility. 45

46. View Facility Calendars and Room Reservations Facility and Room Resources On this screen, you enter information about the room. You should always check SLMS to see if the room already exists in the facility. Fields marked with an asterisk (*) are required. 46

47. View Facility Calendars and Room Reservations Facility and Room Resources 47

48. View Facility Calendars and Room Reservations Facility and Room Resources 3B Classroom 3B 3B 48

49. View Facility Calendars and Room Reservations Facility and Room Resources When adding a room, you can indicate what accommodations are available to people using the room. 3B 49

50. View Facility Calendars and Room Reservations Facility and Room Resources Click the Plus button to add additional accommodations for this room. 3B Classroom 3B 50

51. View Facility Calendars and Room Reservations Facility and Room Resources Clicking the Add Attachment button will allow you to add documents to this room. 3B Classroom 3B 51

52. View Facility Calendars and Room Reservations Facility and Room Resources Click the Browse… button to select the file you want to use as an attachment. You should use files that other administrators can open and view. 3B 52

53. View Facility Calendars and Room Reservations Facility and Room Resources You can see now that your attachment has been added. 53

54. View Facility Calendars and Room Reservations Facility and Room Resources When adding a room, you should always include the Learning Environment of which you are an administrator. If you add other Learning Environments besides your own, administrators from other Learning Environments (or agencies) will be able to view and book the room. 54

55. View Facility Calendars and Room Reservations Facility and Room Resources After you have added all the information for this room, you must click OK at the bottom of the screen. Joint Labor/Mgmnt Committees 55

56. View Facility Calendars and Room Reservations Facility and Room Resources You must also click the Save button on this screen to make sure you save your new room to the facility. 3B 56

57. SLMS Primary Administrator Training End of Module 5 57