Seeing my Twitter feed fill up with the MoodleMoot16 hashtag today reminded me what a long year it had been. It was a year ago that I was sat in the bar in Dublin drinking a pint (or a few) with Mark Aberdour at the 2015 MoodleMoot. Whilst the pints disappeared, I talked to Mark about how I needed to find a better way to report my organisation’s mandatory training compliance. Our Moodle environment was working well, we had got on top of a number of the issues we’d previously had, and now it was time to start taking advantage of being on an Open Source framework.
As a few more beers disappeared, Mark said he wanted to find a way to get us using Open Badges, and wouldn’t it be good if we could tie these two needs together. Afterall, Open Badges could be earned by completion of courses (which is how our compliance was earned) and they had a fixed duration (as did our compliance) – so all we needed to do was to work out how we could report on them.
What started as a small chat over beers in Dublin, then became a few days planning in Brighton with the team at LEO Learning – and soon we had a solution which would allow individual staff to see their own requirement, as well as letting the organisation report about their current compliance.
Now – for obvious commercial reasons, I won’t go into too much detail about the solution, but put simply:
- Behind the scenes, the need for a user to complete a course is linked to their job title and hierarchy position (LEO developed a hierarchy tool too)
- From the front end, users can see any requirements they have to achieve
- Also from the front end, Managers can review their team’s current compliance
- Finally, from the front end, the organisation’s compliance is subjects can also be viewed
So…how does it look in practice?
Well for an end user, when they view their own dashboard, they get a clear list of the requirements they need to complete, as well as any which they have already achieved (including any expiry dates):
So the user gets a nice clear view of their current status, and any training they still need to complete. In addition to this, the dashboard will also show users when their compliance is due to expire within the next 30 days – giving them clear warning for when they need to repeat the training.
Having the ability for staff to view their own compliance requirements is very useful, but on top of this, managers need to be able to view the information on their own teams. For this reason, there is an additional Manager report which is visible to people who are flagged as managers:
(The screenshot shown below was taken during the population of the system, so only had a percentage of the data loaded in – I have also hidden the names of the team members from view).
You can see that a manager can clearly see which of their staff members are completely compliant (by colour) and for those who aren’t the manager can see staff who are non-compliant, and how many subjects they still need to complete. The manager can also see any retakes which are due (these are compliance which is due to expire within the next 30 days).
Finally – if the manager does require more detail, they can click on the name of any of their team members, to see an individual report for that team member, showing exactly which competencies have been met, and which are required.
Whilst the two dashboards above are useful for the day-to-day management, the organisation also needs to report on their overall compliance. For this reason there is also a subject dashboard, which shows all subjects, as well as how compliant the organisation is:
(Again, this screenshot was taken during the population of the system so has not been fully compiled – however demonstrates the way in which different subjects can be recorded within the system):
This view provides a quick view by subject of how compliant the organisation is. Whilst this screenshot has been provided with an incomplete dataset, this has been done purposely to show the way in which the data will display depending on the numbers enrolled and compliant. For each of these subjects, the particular subject lead is able to click on the subject name and can then navigate through the organisation structure (hierarchy) to see where the subject compliance is not as good as it should be (or is performing well) – right down to individual named person level.
I can’t sit here and pretend this system was simple to construct. What started as a simple idea over a beer at a Moodle conference, turned into one of the most complex reporting systems LEO Learning have ever had to work on. There were numerous problems encountered, and lots of issues which had to be overcome, but the end result is a expandable reporting system, built on an open source platform, which meets the highly complex reporting requirements of a complex statutory and mandatory training framework.
If you want more information – I’m happy to tell what I can…..alternatively talk to the team at LEO Learning, or get in touch with Simon who replaced me in my last post – I’m sure both would be happy to provide more information!