Setting Up E-Learning Content Support (Training Management)

QualityOne Vaults provide E-learning content that allows a dynamic and engaging method of digital training that can include video, interactive elements, navigable information, and quizzes. Training Management supports several e-learning content standards: AICC, SCORM 1.2, and SCORM 2004 4th Edition. When authoring or evaluating e-learning content for use within a Training Requirement, follow the best practice guidelines in this article to ensure that the content functions in the way you intend.

Note: Contact your Veeva Representative to enable this feature in your Vault.

Setup Overview

Setting up your Vault to use E-Learning Content involves the following steps:

Review the prerequistes required for setup
Enable E-Learning
Associate the E-Learning Standard document field to document types
Upload e-learning course ZIP files
Preview your e-learning courses
Define Training Completion Criteria
Test e-learning courses with Direct Assignment

Setup Prerequisites

Ensure you review the required materials and understand the supported e-learning standards before setting up this feature.

Required Materials

Before you start, you should have one or more e-learning course ZIP files to upload and test with. The ZIP file should contain one course only. See Best Practices for Authoring & Publishing E-Learning Content for more details about authoring and publishing e-learning content for use in Training Management.

Supported Standards

Training Management supports the following e-learning standards:

AICC
SCORM 1.2
SCORM 2004 4th edition

Note: Other SCORM 2004 editions may work with Training Management, but were not tested by Veeva.

Enabling E-Learning Content

To allow the appropriate users to easily set up Training Completion Criteria for e-learning courses:

Navigate to Admin > Configuration > Objects and enable Show in Business Admin for the Training Completion Criteria object.
Configure the Training Completion Criteria object page layout to add a Training Completion Criteria Details related object section.

Configuring Document Types for E-Learning

After e-learning content is enabled, add the shared document field E-Learning Standard to document types associated with e-learning training content. Using field-level security settings, set the Default Security for this field to Read Only.

Uploading E-Learning Courses to Vault

You can upload e-learning content ZIP files to Vault using the Create button, Vault Loader, or the API. After uploading, Vault detects the e-learning standard in the ZIP file and populates the document field E-Learning Standard with the appropriate value: AICC, SCORM 1.2, or SCORM 2004. If the ZIP file contains e-learning content but Vault cannot detect the appropriate e-learning standard, the uploader receives an email describing the error.

After certain document activities, such as checking in or uploading a new version, Vault re-evaluates the e-learning ZIP file and re-detects the e-learning standard. In addition, you can use the Set E-Learning Standard action to set the E-Learning Standard field without checking in or uploading a new version. To enable this functionality, add the Set E-Learning Standard action to the appropriate states in the document lifecycle.

If you upload more than one document version for an e-learning content file using the API, Vault will not set the E-Learning Standard field value.

Previewing E-Learning Content

Previewing e-learning content is necessary to see how the course plays in Training Management and to determine the appropriate course response data to map to Training Completion Criteria. After Vault has successfully detected the e-learning standard for the document and populated the E-Learning Standard field, you can launch and interact with the e-learning document using the Preview E-Learning Content action from the document’s Doc Info page.

Add the Preview E-Learning Content action to the appropriate states in the document lifecycle. The content opens in a new browser window, where you can interact with it. Vault displays the course response data alongside the preview window but does not capture the data in Training Content Status records as it would when a Learner plays the course.

Course Panel

Upon launching via the Preview E-Learning Content action, the e-learning content appears in a new browser window. The left side of the browser window shows the course as the Learner would see it.

Response Data Panel

The response data panel of the e-learning content browser window only appears when using the Preview E-Learning Content action, and does not appear to Learners when they view the content in a Training Assignment. This panel is useful for determining the correct Training Completion Criteria mapping for your e-learning content. The nature of the response data varies by e-learning standard. For example, SCORM 2004 content updates the response data feed upon most interactions, while AICC content does not update the feed automatically. The frequency of the updates is based on the standard and the course.

Click the Show Course Data button to query the current response data held in the cache and display it in the feed. Click the Download button to download the response data as a CSV file.

Due to the nature of AICC courses, these buttons may not return data until after a quiz or assessment portion of the content, or possibly not at all. To display data via Show Course Data, the AICC course must send data to Vault.

Use the course response data to determine which value for Lesson Status (AICC, SCORM1.2), Completion Status, and Success Status (SCORM 2004) will be used in the Training Completion Criteria definition. These values are called “reporting options” in tools such as Articulate Storyline or Adobe Captivate.

When you preview the course and reach the end, the Lesson Status should either be Passed or be Completed. If it is not, contact the course author, as the course may have been exported with an incorrect reporting option.

After you determine the proper Lesson Status (AICC, SCORM1.2) and Completion Status, Success Status (SCORM 2004) values for the courses, it’s time to define Training Completion Criteria.

Sample SCORM 2004 Response Data

The below response data block indicates the ID of the course, that there has been no quiz or evaluation within the course (as there is no Score data), that the Learner has been viewing it for just over 38 seconds, and that the status is both Completed and Passed:

SCO_ID: Elearning5v1_SCO

Score:

Duration: 38.186 Seconds

Completion Status: completed

Success Status: passed

Sample AICC Response Data

The below example response data block shows that the lesson status is incomplete, that the Learner has scored a 25 on a quiz or evaluation within the course, and that the Learner has been viewing the course for five (5) minutes:

Lesson Location:

Lesson Status: I

Score: 25

Duration: 0000:05:00

Defining Training Completion Criteria

See Defining Training Completion Criteria for E-Learning Content for more details.

Testing E-Learning Content

After you complete all setup and define Training Completion Criteria, it is recommended that you test the course in a Training Assignment to ensure that a Learner will be able to complete it. You can most easily accomplish this using the Direct Assignment feature on a Training Requirement which includes the e-learning content.

Best Practices for Authoring & Publishing E-Learning Content

Follow these guidelines to ensure that Vault correctly detects e-learning content files and that the content will provide the best experience for Learners:

When publishing an AICC course in Articulate 360/Storyline 360, remove any domain address from the filename(URL) path. For example, if the filename is http://www.servername.com/story/index_lms.html, shorten it to index_lms.html.
An AICC ZIP file must have at least four (4) files in the ZIP: course.au, course.crs, course.cst, and course.des.
For AICC courses, if the file_name value in course.au points to a file path, it must include forward slashes (/) and not backslashes (\). For example, path/to/index.html and not pathtoindex.html.
A SCORM ZIP file must have imsmanifest.xml in its root directory.
When zipping e-learning content for use in Training Management, zip only the files themselves, not the containing folder. Do not nest a ZIP file within another ZIP file.
Avoid courses that require the user to click a button that launches the course in a pop-up.
Courses should have their own Exit or Close button to close the course rather than using a browser close action.
Always choose the same reporting option when publishing courses. Passed/Incomplete or Passed/Failed are recommended reporting options for AICC and SCORM courses.
If you expect Learners to access e-learning content on mobile devices, ensure that the content is optimized for a mobile interface.