Defining Training Completion Criteria for E-Learning Content (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. Defining Training Completion Criteria is an important step of setting up e-learning content support in your Vault.

When you create e-learning content in an authoring tool, you determine how the Learner passes or gets credit for the course. You must then define Training Completion Criteria in Vault so that the system can determine if a Learner has completed the course. When a Learner launches and interacts with an e-learning content file, Vault captures response data, such as viewing duration, quiz score, and completion status, from the e-learning course. Vault compares the captured data against Training Completion Criteria and, if the criteria are met, completes the course in the Learner’s Training Assignment.

Mapping Course Response Data (Reporting Option) to Training Completion Criteria

Training Management supports the AICC, SCORM 1.2, and SCORM 2004 4th Edition e-learning standards. Each supported standard has an associated Training Completion Criteria object type, and each standard has different configuration requirements for its associated e-learning content Training Completion Criteria Details records. If you have multiple Training Completion Criteria records for a given standard, you can use the Use As Default For field to ensure that Vault uses a specific Training Completion Criteria record.

Each standard that you intend to use must have at least one (1) Training Completion Criteria record with the Use As Default For field value set, or the system will prevent you from adding the e-learning course to the Vault Document Training Requirement.

Creating Training Completion Criteria and Training Completion Criteria Details Records

You must set up the criteria and expected response data for each standard you wish to use in Training Management. You can customize the criteria, including having multiple sets of criteria for a single e-learning standard. You must create at least one (1) set of criteria for each e-learning standard that you wish to use.

To create Training Completion Criteria records:

Navigate to Business Admin > Objects > Training Completion Criteria, or to a custom tab, if available.
Click Create.
Select an e-learning standard from the drop-down.
Fill in the required details.
Optional: Select a value from the Use As Default For drop-down. This field indicates to Vault to use this record for all e-learning content which has been detected as the chosen type. Each value can be used by one (1) Training Completion Criteria record. There must be at least one (1) Training Completion Criteria record with the Use As Default For field populated before you can add an e-learning course to a Vault Document Training Requirement.
Click Save.

To create Training Completion Criteria Details records:

Navigate to Business Admin > Objects > Training Completion Criteria, or to a custom tab, if available, and click into a Training Completion Criteria record.
In the Training Completion Criteria Details section, click Create.
Choose the appropriate e-learning standard type from the drop-down. This selection should match the type on the parent Training Completion Criteria record.
Select values for the status (Lesson Status, Completion Status, or Success Status) as indicated in the sections below.
Select a value for the Criteria field. The All value tests the selected statuses against all E-Learning Status Details records regardless of when they occurred during the course. The Last Only value tests the statuses against only the final response upon closing the course.

Note: The use of these statuses depends on the structure of your e-learning content as determined by the content author, and not all e-learning courses use these statuses the same way. Ensure that your Training Completion Criteria are configured to test accordingly.

About Adding E-Learning Course Files for Use in Training Requirements

You can add e-learning ZIP files to Vault Document Training Requirements just like any other Vault document. You cannot add e-learning content to Classroom Training Requirements. When you upload an e-learning file, Vault populates the E-Learning Standard field with the appropriate value automatically. This field value tells Vault to which Training Completion Criteria record the course response data should be compared.

Be aware of the following:

If you have not yet defined Training Completion Criteria for the type of file you have uploaded, you must do so or Vault will not add the file to the Vault Document Training Requirement.
Vault detects the e-learning standard for the course and finds the Training Completion Criteria record that has been designated as the default for the E-Learning Standard field value. If it cannot find one (1), Vault displays an error.
Review the Training Completion Criteria to which Vault defaults for each e-learning course. The Training Completion Criteria is what Training Management uses to compare the response data from the course with the status values, for example, Completion Status, Lesson Status, or Success Status. If a course requires a different Training Completion Criteria than the default, you can select a different one (1) by updating the Training Completion Criteria reference. The Training Completion Criteria field must be added to the Training Content Set object page layout.

About Training Content Status

Training Management uses two (2) objects and their child records to interpret and evaluate the response data received from an e-learning course: Training Completion Criteria and Training Content Status. When a Training Assignment with e-learning files is assigned to a Learner, Vault creates a Training Content Status record. When Vault receives data from the course, Vault creates a child E-Learning Status Details record. This record creation may happen at different times depending on the e-learning standard of the course.

Vault compares the data captured from e-learning courses in E-Learning Status Details records against the Training Completion Criteria Details. Once the status (Lesson, Completion, or Success based on the standard) matches the criteria, Vault updates the Training Content Status record’s state to Complete, and the Learner gets credit (a green checkmark in their training materials list) for completing the material upon closing the course.

Vault assigns an In Progress state to any e-learning content which has been launched but has not yet met its criteria. If a Learner closes an In Progress course and then returns to the Training Assignment, a Resume Content button lets them pick up where they left off.

Course Response Data

E-learning courses generate data as a Learner views, clicks through, takes quizzes in, or otherwise interacts with the course. The e-learning content player communicates this data to Vault by creating a Training Content Status record and related E-Learning Content Status Details records. You must define Training Completion Criteria to match with the expected response data for each type of e-learning file you upload.

AICC Course Response Data

Vault populates E-Learning Status Details records with the following information for AICC e-learning courses:

Lesson Location: The Learner’s position within the e-learning content, used for resuming content if the Learner leaves and then later returns to the e-learning document.
Lesson Status: Stored in E-Learning Status Details records. This part of the response data is used to test against your Training Completion Criteria records. AICC courses may send this status as a full word or only the first letter: Incomplete, Completed, Passed, Failed, Not Attempted, or Browsed. Capitalization does not matter.
Score: The Learner’s score on evaluations within the content. This score is stored in the E-Learning Status Details record and the most recent score is displayed in the Score field of the parent Training Content Status record.
Duration: The amount of time the Learner has viewed the e-learning course. This time is stored in the E-Learning Status Details record and the most recent duration is displayed in the Duration field of the parent Training Content Status record.

SCORM 1.2 Course Response Data

Vault populates Training Content Status and E-Learning Status Details records with the following information for SCORM 1.2 e-learning courses:

SCO_ID: The label of the e-learning course as determined by the course author.
Score: The Learner’s score on evaluations within the content. This score is stored in the E-Learning Status Details record and the most recent score is displayed in the Score field of the parent Training Content Status record.
Duration: The amount of time the Learner has viewed the e-learning course. This time is stored in the E-Learning Status Details record and the most recent duration is displayed in the Duration field of the parent Training Content Status record.
Lesson Status: Stored in E-Learning Status Details records. This part of the response data is used to test against your Training Completion Criteria records. SCORM 1.2 courses send this status as a full word: Passed, Failed, Completed, Incomplete, Not Attempted, or Browsed.

SCORM 2004 4th Edition Course Response Data

Vault populates Training Content Status and E-Learning Status Details records with the following information for SCORM 2004 e-learning courses:

SCO_ID: The label of the e-learning course as determined by the course author.
Score: The Learner’s score on evaluations within the content. This score is stored in the E-Learning Status Details record and the most recent score is displayed in the Score field of the parent Training Content Status record.
Duration: The amount of time the Learner has viewed the e-learning course. This time is stored in the E-Learning Status Details record and the most recent duration is displayed in the Duration field of the parent Training Content Status record.
Completion Status: Stored in E-Learning Status Details records. This part of the response data is used to test against your configured Training Completion Criteria records. SCORM 2004 courses send this status as a full word: Completed, Incomplete, Not Attempted, or Unknown.
Success Status: Stored in E-Learning Status Details records. This part of the response data is used to test against your Training Completion Criteria records. SCORM 2004 courses send this status as a full word: Passed, Failed, or Unknown.

Testing E-Learning Content

After you complete all setup steps and create Training Completion Criteria, we recommend testing 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.

Limitations

The following limitations affect Training Completion Criteria:

If there are Training Assignments that reference the Training Requirement’s Training Content Set, you cannot update the Training Completion Criteria. You’ll need to remove the e-learning document and add it again. This will issue new Training Assignments for Learners who did not complete the Training Assignment.