learningCloud (New Features): Surveys, Detailed Response and Activity and Connections Reports

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Which are the new reports?

The new version of learningCloud 5.24, released in January 2023, improves the functionality of the Reports tool by adding new types of reports, which provide much more information about the outcome of the trainings and the students' results. The Surveys Report allows us to access detailed student feedback on the training through a satisfaction survey. The Detailed Response Report gives us access to a detailed record of all attempts and answers of the students during the tests and quizzes of the training. And the Activity and Connections Report shows us exactly how much time each student spent on the training and at what times of the day he logged on.

These reports, like the Progress Report, are in CSV format and are downloaded through the History Reports, but the process for generating them is different, as you will see below.

REMEMBER, due to the volume of data and queries received from the different instances, it is necessary for the platform to update its reports on a daily basis. Which means, the reports you check do not show the academic results updated at the moment, but in the previous 24 hours. The cut-off time at which the process of updating the reports starts is 00:00 UTC (London time).

To learn more about this process you can check the article that explains it in detail.

How do the new reports work?

The Activity and Connections Report is a detailed record of all the connections of the students summoned in a Training. This means that the system generates it automatically as soon as there is activity by the students. It is therefore activated by default for all the trainings, it is not necessary to configure it beforehand.

On the other hand, Surveys and Detailed Response Reports require that there is at least one xAPI activity in the Sprint, such as a satisfaction survey or a knowledge test, which asks questions to the student and generates results for the report. For example, if you conclude the Sprint with some questions to know the satisfaction of the student with the contents, the Survey Report will help us to see the feedback of each student and on what date he answered. Or if you add a final test to evaluate what the student has learned, the Detailed Response Report will also show you whether the answers were correct or not, and the number of attempts.

For this reason it is important that the activities have the appropriate xAPI format and are properly configured as a quizz or test. Otherwise, the report will not be able to generate any results.

Configuring Surveys and Detailed Response Reports

Once you have the xAPI Activity properly edited and configured, log into the portal with your user and enter the Learning Manager.

The xAPI activity can be added to the Sprint either by a user with Administrator role, or by an Author or Validator. But only the Administrator can generate the reports, since it is necessary to enter the training for this.

In the Learning section, find the Sprint you want in the list, or create a new one, and click on it to enter the Editor.

Remember that you cannot add or edit activities if the Sprint is published. To do this you must unpublish it first.

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Click on the + New activity button to select the SCORM/xAPI activity, and click on Create. You can also choose the Browse option if you want to import a previously used activity from the Library, but remember that it must be compatible with a survey or test.

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In the pop-up window, in addition to importing the xAPI file and other configuration options, you will see a new section called Reports. This is the flag that you must check if you want to check the Surveys or Detailed Response Reports from the data generated by this activity. If you leave the flag unchecked, the system will not give you the option to download it, although you can always go back to edit the activity and activate it. Choose one of the two options and click on √ SAVE to apply the configuration.

The satisfaction questionnaire (Surveys) and detailed response report options are mutually exclusive, which means that only one of the two can be chosen.

When you do so, the other one will automatically fade out. In order to change it, first deactivate the one you have chosen.

How to generate the Reports?

Once you have successfully created and published your Sprint, and summoned the students, you can start checking the new reports.

REMEMBER that reports are generated every day at 00:00 UTC. To check the results up to a certain date, you must wait at least until the following day.

For example, if you have created the training today, even if the students have already participated in it, you will not be able to check the results until the following day.

Surveys Report

To generate a Surveys Report you must enter the Sprint Editor once again, but this time click on the Trainings tab at the top, to select the training you want to obtain the results for.

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Inside the training, go to the Activities tab, in the list look for the activity for which you want to obtain the report and click on it.

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A side menu is displayed with the user progress in the selected activity. By clicking on the REPORTS button you will see the types of reports that can be generated from this data, in this case select the Satisfaction survey result option. A pop-up window will indicate that the report is being generated and you must go to the History reports to download it.

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If when you click on the REPORTS button the Satisfaction survey result option does not appear, it is very likely that the activity is not configured correctly and has not generated the necessary data. Try checking the xAPI file and create the activity again.

To download the generated report, go back to the main page of the Learning Manager and follow the route:

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  1. Click on the Reports tab at the top.
  2. Go to the History reports section in the right column.
  3. In the list of generated reports, yours should appear in the first places with the heading Satisfaction survey result. You can check it by looking for the name of the Sprint and the training in brackets, the user who requested it and the time of creation. Click on the DOWNLOAD REPORT button to download a file in CSV format to your computer.

If the requested report is not listed or its status is In progress, it is still being generated by the system. Depending on the size of the training this process may take a few minutes, please wait and try again later.

When opening the CSV file with any compatible application, you will see the list of entries, one for each user's answer to the survey questions. The fields reflected in this report are:

  • User status.
  • Training enrollment status.
  • Sprint ID and name.
  • Training ID and name.
  • Activity ID and name.
  • Question.
  • Chosen answer.
  • Date and time.

Detailed Response Report

To generate a Detailed Response Report the process is the same as above. Go to the Training, and in the Activities tab click on the xAPI activity that contains the test or quizz for which you want to obtain the results.

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Clicking on the REPORTS button you will see two new types of reports, Questions and answers and Answers aggregated report. The difference between the two is that the Questions and answers report provides a more detailed record, showing all the answer attempts for each student. The Answers aggregated report simplifies the results, showing only the overall percentage of correct and incorrect answers for each question.

Once the pop-up window indicates that the report is being generated, once again go to the Reports tab, and in the History reports section look for your report in the list with the heading Questions & answers or Answers aggregated report. Download it to your computer with the DOWNLOAD REPORT button. The Questions & answers report will have the following fields:

  • ID and user name.
  • User and training enrollment status.
  • Sprint ID and name.
  • Training ID and name.
  • Activity ID and name.
  • Question.
  • Attempt number.
  • Chosen answer.
  • Result.
  • Score obtained.
  • Date and time.

For the Answers aggregated report it is simplified to:

  • Sprint ID and name.
  • Training ID and name.
  • Activity ID and name.
  • Question.
  • Percentage of correct and incorrect answers.

Activity and Connections Reports

The Activity and Connections Report, as explained above, is not linked to any specific activity but to the training generally. That is why in this case you must go to a different section to generate it. Once again enter the Training and follow the route:

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  1. At the top click on the Students tab.
  2. In the right column choose the section Summary progress.
  3. Click on the REPORTS button and select the Connections detail option.

Once again the pop-up window confirms that the report is being generated, go to the History reports and look for it in the list with the heading Connections detail. Download the CSV and you will see it has the following fields:

  • ID, user name and full name.
  • User status and enrollment status in the training.
  • Sprint ID and name.
  • Training ID and name.
  • Session start date and time.
  • Session end date and time.
  • Session length.

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