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Getting Started with Compass

Contents

Introduction

LearnLive Compass is a powerful tool for tracking learning experiences that can be tracked for CPE credit. The Compass Learning Management System is the heart of the LearnLive platform, and allows you to organize and present training sessions to end users in a simple, easy-to-use interface. This article is intended to give you an overview of the typical steps you should perform in order to get Compass up and running, and to make the most of your time. If you are new to Compass, or new to LearnLive Version 2 in general, follow these steps in order and they will guide you through the basic process you need to get going. Remember, if you don't see a task listed here, it doesn't mean it's missing-- just look in the full index of help articles for Compass.

Before you begin creating training sessions and user accounts, however, there a few housekeeping items you should put in order first.



Setting Up Housekeeping

Define offices and practice areas

Your company may have more than one office-- in some cases, many more. In order to better organize content and people, the LearnLive system tracks which offices both are associated with. In the LearnLive system, an office is not assumed to be merely a physical location (although you can track those as well) but a division of your organization. Before proceeding, it is best practice to create a data entry for each office in your organization.

Practice areas are an important means of categorizing and searching for program content in the university. Think of practice areas as being like subjects, or areas of study. If you’re migrating from Version 1, it’s likely that you will already have practice areas defined for your company, but if not, it’s generally a good idea to set those up before you begin creating programs. Your company probably already has practice areas defined for itself. Don't confuse them with fields of study-- unlike official CPE fields of study, practice areas are unique to your company. We suggest you define your company's practice areas now, before you begin creating learning content.


Determine your company's proctoring policy

To proctor a classroom session is to attest to the attendance and participation of others for that session. In the LearnLive system, it is possible for users who are merely participants and/or instructors, not necessarily administrators, to proctor a classroom session. In order to do this, the participant generally obtains a sign-in sheet, which is a PDF form that is printed out and circulated though the classroom. Participants verify their presence by filling in the sign-in sheet. The proctor then goes to a specific form accessed through the university to record the presence of the other participants, in effect passing them for the session. Under no circumstances do participant proctors have access to the administrative area of the LearnLive system, and participant proctors cannot make changes to credits granted-- they can 'only' mark attendees as having been present.

Step-by-step instructions for participants on how to proctor a session are located in University help. To preview them, from anywhere in the administrative area, click the "University" link in the main menu on the right side of your screen, as shown below.

File:Dashboard plain w view university labeled.png

This will open the university itself in a new browser tab. Once inside the university, click the "help" link in the main menu, followed by the "For Proctors Only" link in the Help section, as shown below.

As part of your initial housekeeping, you will need to determine your company's policy toward proctoring. You will need to determine the answers to the following questions:

The answers to these questions, generally, comprise your company's proctoring policy. One you have determined your company's proctoring policy, you can set up your universities to reflect it. You can make exceptions to your company's proctoring policy on a session-by-session basis.


Customize your university

Your end users will access learning content through a university. The university itself is set up and ready for you to use, but you may wish to customize its appearance and features to match your company's policies and your end users' expectations. Your company's contract with LearnLive may include more than one university, and in that case you will likely want to differentiate them from each other by customizing their appearance.


Define custom fields for your user profiles

By default, creating a user profile is simple, and very little information is required. You may wish to track additional items of information for each user. It is best practice (not to mention common sense) to define these additional profile fields before you begin adding users. For example,you may wish to track each user's job title, or each user's working group, or department, or employee ID number. In Version 2 there is no limit to the custom fields that you can create and track for your end users, and you can specify the type of data that each field should have (yes/no, fill-in-the-blank, pick from a list, etc.).

Create evaluations if you need them

Evaluations are an important means of obtaining feedback from your end users on the quality and effectiveness of your learning content. They are also required for content to meet AICPA rules for CPE credit. The LearnLive system contains pre-built evaluations that are ready for use, which cover general situations, and which comply with AICPA rules. However, you may wish to ask additional questions in your evaluations, and to do this you would create your own evaluation templates. You can create as many different evaluation templates as you wish, and you can assign a different evaluation to each program you create; or you may just assign the same evaluation to all your programs. The choice is yours.

If you plan on creating your own evaluation, or customizing any of the pre-built ones, it is advisable to do this before you begin creating programs, to make your work flow easier. However, you can create and attach evaluations at any time. If you plan on only using the pre-built evaluations, you may skip this step.

Create certificates if you need them

Certificates are necessary if you offer CPE or CLE credit for your programs. Your company's contract with LearnLive may allow you to use the LearnLive certificate, or you may issue your own certificates. If you are issuing your own certificates, you will need to construct a template from which they can be generated. You can start with a pre-built plan and customize its design and assign the items of information that you want to appear on it. In order to do this, you will need information on the organization that is sponsoring the content for CPE credit. You can enter that information once and have it appear on any number of different certificate templates. You should enter the sponsor information first, then proceed to creating certificate templates. If you are planning on using LearnLive's certificate, or if you do not need to issue certificates for your programs, then you can skip this step.



Getting Users into the System

Import user profiles or upload manually

If you are new to LearnLive, basic account information for your licensed professionals will be uploaded as part of the onboarding process. If you are migrating to LearnLive Compliance Version 2.0 from Version 1, you will likely already have user profiles stored in your company's account. In both cases, however, you may wish to add user profiles one by one, or in bulk.

Create instructor profiles if necessary

The instructors who teach your programs are an important asset. You may want to provide additional information about their qualifications and expertise to your end users. Additionally, instructor profiles are required for some kinds of CPE credit by the AICPA. You can create an instructor profiles once in the LearnLive system and it will be used in multiple locations throughout the learning process. Your instructors may also be end users, in which they will have a user account in the LearnLive system like any other user, or they may be simply references to individuals outside your organization, in which case they will not have an user account. You can upload a bio and a photo for the instructor in either case, and you may choose to include the bio and photo in the university or not.



Creating Learning Experiences

Create the program shell

With the release of LearnLive LMS Version 2.0, substantial changes have been made to the way programs are structured. Even if you are migrating to Version 2 from Version 1, we urge you to begin by reading Understanding programs and sessions. This will explain how programs and sessions are related to each other, and which information is relevant to each.


At this point, you are ready to begin constructing a program. This process begins by creating an entry in the system and populating the metadata and descriptive information that will be used to register it in the university.

Create a classroom session for the program

As mentioned above, you should have a solid understanding of the relationship between a program and a session (if you haven't already done so, read Understanding programs and sessions). In LearnLive Version 2, a learning experience consists of both a program, which contains catalog descriptions and files, and a session, which contains final dates, times, and other specifics. You can think of it this way: The program answers the questions “what” ,“why” and “how”, and the session answers the questions “when”, “where”, and “how much”. In the LearnLive system, there are several kinds of sessions, i.e. content delivery methods, available: webcasts, rebroadcasts, self-study sessions, classroom sessions, and learning activities. The live, in-person learning experiences you create through Compass are called classroom sessions or simply classrooms because they take place in a classroom-type environment.

The first thing you'll need to do is create a data entry for a classroom session of the program you just created.

If this self-study session is being offered for credit, you will need to assign the credit values for the session. You can assign a basic value to be used for all jurisdictions, or you can further refine and customize the credit offered in particular jurisdictions based on the requirements within those jurisdictions.

In order to offer credit, you will need to provide certificates to end users who successfully complete the session. By this time, you should have already created certificate templates for your company (unless you are using the LearnLive certificate). You'll need to associate one (or more) of those certificates with your new session.

At this point, you should also attach an evaluation to your session. When your end users have completed the session, they will have the opportunity to complete an evaluation giving feedback on the session. You can also specify, if you wish, that end users must submit an evaluation before they can receive a certificate.

Upload supporting files

Your program may need to make use of teaching materials-- handouts, worksheets, supporting documents for further reading, etc. You can upload these documents into the LearnLive system so that they are available for your participants to read and/or download, eliminating the need for your instructor to bring a heavy stack of paper to pass out by hand in the session. The tool used to upload files for access in the university is called the asset manager. With it you can upload and keep track of all the files you may need for this program. You can put any number of files into the asset manager library, even if you don’t end up distributing them to your end users. This is a handy feature that allows you to upload drafts of documents, supporting documents, copies of certificates, or really anything you want into the asset library for safekeeping. You can even collaborate with other program creators who are working remotely by using the asset library as a kind of drop box. You can control which files your end users have access to-- only those files assigned a specific role in the asset manager will be made available to your end users. Any other files will be available to other administrators but not to participants. You can also download any file you or anyone else working on the program has uploaded.


Add the program to your catalog

Once you are satisfied that your program's content is accurate, that it runs properly, and that final credit evaluation is complete, you are ready to publish it for your end users. To do this, you will add the program and its session to a catalog in your university. You may have more than one catalog, and you may have more than one university, in which case you can add this program and session wherever appropriate.



Managing Activity

Enroll users in the session

In some cases, you may want to depend on your end users logging in to the university and locating and enrolling in sessions on their own. In other cases, you may want to directly enroll end users in a session. Enrolling users is not difficult. In the case of a self-study session, being "enrolled" does not obligate the end user to perform any task at any particular time; it merely puts the session into the user's university account under "enrolled programs" to make it easier to find. Users may start the session on their own schedule, and may finish it over multiple sessions. It is perfectly OK for users to quit a session in the middle and return later; the system will remember their place. If you would like to require users to complete the session by a given date, you may also do so; see the article

Pass users for the session

In a live classroom training session, you will need to determine who attended and completed the session successfully, and who did not, and you will need to record that information in the system so that it can be tracked. If your company's policy is to allow participants serve as proctors, this may already be done for you (see Determine your company's proctoring policy, above). If not, then you will need to enter this data using the Enroll & Pass tool. Even if a proctor did enter data into the system, you may wish to check it for accuracy.


Report on user progress for the session

Naturally you will want to know how well your end users are doing with regard to your program. Several reports are available for you to see how many end users have passed, and even more detailed information such as their quiz and final exam scores and responses. You can also view user evaluations, one by one or aggregated as a group.

More Help

If you can't find the task you are searching for on this page, be sure to look in the full index for Capture.

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This page has been accessed 8,422 times. This page was last modified on 11 January 2018, at 23:53.



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