CMS Pro Administration Module User Guide

Table of Contents

Overview
Administration Module Login
Managing Users and Students
   About Users and Students
   Finding Users
   Adding and Editing Users
   Removing Users
   Setting User Password
   Setting User Privileges
Managing Student Groups
   Adding/Editing a Group
   Students Assigned to a Group
Managing Courses
   Adding a Course
   Adding / Editing Course Modules
Assignments
   Courses to Student
   Courses to Group
   Students to Course
Review Student Activity
   By Student
   By Course
   Review Activity Details
Modify Personal Information


Overview

The CMS Pro Administration Module provides the means to define courses, students, assignments, student groups, and other entities. It is initially available only to a single system administrator, called the superuser, who then defines one or more additional users and sets the access level for each.

The Administration Module's main screen is shown below. This screen provides access to the major system functions.

Depending on the access level established for a user, the screen shown above may have one or more of the buttons disabled. For example, the system superuser can assign one person to manage courses and another to manage students. After providing the required user name and password upon starting the Administration Module, the user is given access to the program areas for which they have been authorized.

Below is a brief description for each of the Administration Module main menu buttons:

Assignments - Displays the Assignments screen where you can assign students to courses and vice versa. You can also assign a pre-defined list of students, called a student group, to one or more courses.

Courses - Displays the Courses screen where you can manage the courses you want to make available through CMS Pro. Upon entering the Courses screen, the program lists all courses defined in the system, and provides the ability to add, edit, and remove courses and their associated course modules.

Students - Displays the Students screen where you can manage all students who have access to the CMS Pro Student Module. This screen provides a student search dialog box to find students by last name, assigned administrator, or student group. You can add, edit, and remove students from this screen. When adding or editing students, you can assign students to a student group, assign an administrator, and provide a login and password for the students.

Groups - Displays the Groups screen where you can manage the groups you want to make available through CMS Pro. Upon entering the Groups screen, the program lists all groups defined in the system, and provides the ability to add, edit, and remove groups, and to review students assigned to the groups.

Activity - Displays the Review Activity screen where you review the activity (scores, completion status, etc.) for a student or a course. The Activity screen lists the points, maximum score, percentage correct, start date, and completion date for each student and course. From this screen, you can gain access to additional activity details including scores for each of the modules that make up a course.

Personal User Info - Displays a screen where you can change your address, phone, e-mail, and other information maintained by CMS Pro.

Table of Contents


Administration Module Login

Upon startup, the CMS Pro Administration Module displays a security login screen designed to keep unauthorized users from gaining access to the administration-level functions. The screen also serves the purpose of enabling or disabling the main menu buttons based on the login name provided by the user and the user's established access rights. The login screen is shown below.

The superuser establishes the login name and password for each user who requires access to administrator-level functions. Each user must provide a valid login name and password at this screen in order to gain access to the system. Choosing OK will verify the login name and password, and will proceed to the main menu if the login name and password are valid. Choosing Cancel will shut down the program after a prompt appears asking whether closing the program was the intended action. If a user enters an incorrect login name or password, the system displays a notification message and the user can retry the login.

Login names are not case-sensitive; it does not matter whether you enter the login name and password in upper or lowercase letters.

While typing in the password, asterisks (*) appear in place of the letters you type.

Table of Contents


Managing Users and Students

Choose the Students button from the main menu to display the Students screen (shown below).

Note: If you logged in as the superuser, the main menu button will read Users in place of Students. The superuser is able to add and edit administrator-level users in addition to students.

The Students screen provides the ability to find and list one or more students and to add, edit, and remove students. It also provides access to the Student Groups screen, using the Groups button, to define student groups. The Reports button displays a list of student-related reports.

Note: When you remove a student, the system permanently removes the student from the system and clears all activity records for the student. To retain a student's activity records, use the Report button from the Review Activity screen to print the student's activity before removing the student.

About Users and Students

Students are distinguished from administrators by the privileges that you assign to them. A student is a user who is assigned only the Take A Course privilege. Any user to whom you assign additional privileges is defined as an administrator. Only the superuser can add administrator privileges to a user, or view and modify information about administrators. To add a student to the CMS, you must have the Edit Users privilege.

Finding Users (Students)

Use the Find button to display the Find Students screen (shown below), or the Find Users screen if you are logged in as the superuser.

In the Search Criteria area, select the method you wish to use to find students. You may also use the Search By drop-down box to select the desired search item and the Search For field to specify all or the beginning part of text to be used as criteria in the search to limit the resulting list of students to those that match the search criteria. Finally, you can choose the desired student status to further limit your results.

For example, you can select Last Name from the list in the Search By box and then type "ander" in the Search For field to find students whose last name is "Anderson" and "Andersen". This is helpful if you're unsure of the spelling of a student's last name. The search item choices are:

After making a selection in the Search Criteria area, and entering your Search By, Search For and Student Status criteria (if appropriate for your search requirements), click the OK button to start the search. The Students screen lists the students that match your search criteria, or displays "No students found".

After finding and listing one or more students, you can highlight a student by clicking on the student's name. Double-clicking a student's name will cause the Edit Student screen to appear. To add a student to the system, click the Add button.

Adding and Editing Users

The screen used to add a student or edit a student's information is similar; when editing a student, the Edit Student screen appears with the student's previously defined information shown in the appropriate field. When adding a student, the Add Student screen appears with all of its fields and options set to the default values.

Below is a list of the options available from the Add Student and Edit Student screens.

Option Name Description Required? (Y/N)
Employee ID An ID number, Social Security number, or other unique identifier established by the system administrator. Y
Last Name The student's last name. Y
First Name The student's first name. Y
Middle Initial The student middle initial. N
Login A login name, up to 16 characters. Must be unique for every student. Y
Department Name, number, or other department identifier. N
Supervisor The name of the student's supervisor. N
Group Click to list and choose a student group for the student. If you change a student's group, the system removes the assigned, but unstarted, courses for the student and reassigns the student to courses assigned to the new group. Started courses remain assigned to the student. N
Administrator Click to list and choose an administrator for the student. The administrator is the person who is able to make assignments and view activity for the student. N
Grade/Level A number or description of the student's grade or level. N
E-mail The student's e-mail address. N
Phone 1 .. Postal Code Other student information. N
Memo Additional details about the student. N
Password Click to display the Password screen. A password is required for each student. Y
Active This setting is on by default. When turned off, the student's name will not appear on the Assignment screen for new assignments. N/A
Groups Displays the Student Groups screen for managing student groups. N/A

Setting User Password

A password is required for all CMS Pro users. Use the Password button to establish or change the user's password on the Change Password screen.

The Old Password field is not available when entering a new user. If you are changing the password for an existing user, specify the user's current password in the Old Password field. If you are logged in as a user with the Manager View privilege or as the Superuser, you do not need the old password to set a new password for the user.

Enter the new password for the user in the New Password field. Type the same password again in the Verify Password field.

Note: Passwords are not case-sensitive; it does not matter whether you enter the password in upper or lowercase letters. While typing in the password, asterisks (*) appear in place of the letters you type.

Setting User Privileges

When you log in as the superuser, a Privileges button appears on the Add Users screen and Edit Users screen. This button displays the User Privileges screen, where you can specify the level of access you wish to grant to a user.

The following table describes each privilege level.

Privilege Level Description
Manager View Allows the user to perform all functions listed below, including the ability to assign courses and review activity for all students. Without the Manager View privilege, an administrator assigned to students can assign courses and review activity for their assigned students, groups, and courses only. Able to change a user's password without knowing the old password.
Assign Courses Allows the user to assign students and groups to courses, and courses to students.
Add Courses Allows the user to define and edit courses and course modules.
Remove Courses Allows the user to remove courses and course modules.
Edit Users Allows the user to edit information about other users, and manage groups.
Review Activity Allows the user to review course activity for their assigned students.
Take a Course Allows the user to take a course. Users who have only the Take a Course privilege are defined as students.

Table of Contents


Managing Student Groups

Establishing student groups can help you assign multiple students to the same set of courses and run reports for a logical grouping of students. For example, you may wish to define a group for students in the same training class and set the instructor as the group administrator.

The screen below provides an example of student groups established in an organization.

You display the Student Groups screen by clicking the Groups button located on the Main Menu or the Students screen (or Users screen if you are logged in as the superuser). A Groups button is also available on the screen used for adding and editing students.

Once you have defined student groups, you can assign a student to a group by selecting the appropriate group name when adding or editing a student. When adding a student to a group, the system automatically assigns the student to all courses assigned to the group. See the "Assignments" section below for details about how to assign courses to student groups.

To remove a student group, select (highlight) the group and click the Remove button. When you remove a student group, the student assignments remained unchanged. To remove the group assignments for these students, you might run a report of the students in the group you wish to remove, and a report of courses assigned to the group, before removing the group. Use the Report button on the Student Groups screen to access group-related reports. After running the reports, you could remove the course assignments for the students if necessary.

Add/Edit a Group

To add a new group, click the Add button to display the Add Student Group screen. To edit a group, select the group from the list and click the Edit button to display the Edit Student Group screen. The options available from the Add Student Group and Edit Student Group screens are shown below.

Group name - Specify the name of the group you wish to add. You may also edit this name without affecting group assignments.

Administrator - Select an administrator's name to allow the administrator to assign courses and view activity for the students in the group. If you choose <none> for the administrator, no group administrator will be assigned. This will limit the administrators who will be able to assign courses and view activity for the students as a group.

Available to self-registering users - Select this option to allow a new, self-registering, student to select the group from the New Student Registration screen in the CMS Pro Student module. If the student selects the group and completes the registration, the system assigns the student to the courses that are assigned to the student group. The combination of the self-registering feature and the group assignment of courses is a good way to speed the enrollment and course taking of students with a minimum of administrator effort.

Students Assigned to a Group

It can be helpful to review the list of students who are assigned to a group. To see the students that are assigned to a particular group, select the group from the list and then select the Student List button. The list of Students for that group will appear in Student List for Group screen for your review.

You may scroll through the list and click the Close button to return to the previous screen.

Table of Contents


Managing Courses

A course is comprised of one or more applications or files, called modules. Modules can include ToolBook II books, word processing documents, presentation files, and other media types. When defining a course, you select the modules that make up the course, and set the order in which students should navigate through the modules. The same file used as a module in a course can be a part of any number of courses.

Adding a course to CMS Pro allows you to assign students to the course, record student activity, and track student performance (if you've enabled this feature in the books comprising the course).

To display the Courses screen, where you can add, edit, and remove courses, select the Courses button from the CMS Pro Administration Module main menu.

Note To add a course to the CMS, you must have the Add Courses user privilege.

When the Courses screen appears, all courses defined in CMS Pro appear in the course list. To list courses assigned to a specific administrator, select the administrator's name from the For Administrator drop-down list.

Adding a Course

Select the Add button from the Courses screen to display the Add Course screen.

Option Name Description
Name Specifies the course name (required). The system requires a distinct course name for each course.
Code/Version Specifies a unique code for the course, such as an identification number, or the version of the course.
Administrator Indicates the administrator assigned to the course. This setting is for reference only; setting this value does not limit other administrators from editing or assigning the course, or viewing activity for students assigned to the course.
Description Describes the course. The information provided will also appear in the CMS Pro Student Module when a student selects (highlights) the course name.
Open Enrollment Specifies that anyone who has privileges for taking a course can take and retake the course (rather than only those users specifically assigned to it).
Active Specifies that the course is active. An active course is one that can be assigned and started. Set a course to inactive to keep it in the CMS Pro system until such time as it's appropriate to make it active.
Course Modules Lists the ToolBook II books and any other files that comprise the course.
Earlier Moves the selected module in the Course Modules list to a position earlier in the list, which changes the order in which modules are presented in the course.
Later Moves the selected module in the Course Modules list to a position later in the list, which changes the order in which books are presented in the course.
Add Opens the Edit Course Module screen, in which you can select a ToolBook II book or other file type to add to the course.
Edit Opens the Edit Course Module screen, in which you can edit the attributes of the course module selected in the Course Modules list.
Remove Removes the course module highlighted in the Course Modules list.
Navigate Books Automatically Automatically navigates within the course from one course module to the next (on return to CMS) when the "from" module has been marked as completed. Only available when the course contains more than one course module.

Adding / Editing Course Modules

From the Course Modules section on the Courses screen, use the Add button to add a specified module (file) to a course or use the Edit button to modify an existing module specification.

Note: If you add a module to or remove a module from an existing course, all activity records for the course are reset. If you want to change the content of a course by adding or removing modules, but you want to preserve existing activity records, create a new course and mark the old one inactive.

File - Specifies the file name and path to add. The file type is typically a ToolBook II book, with the extension of "tbk". Click the ellipsis (...) button to browse for and select the file. You can also use an expression (such as a function call) that returns the path to the file to be run. For example, the expression %CMS_CourseDir()%safety\lesson1.tbk causes CMS Pro to search the subdirectory SAFETY of the default course directory (as defined in the CMS.INI file) for the book LESSON1.TBK.

Version - Specifies the version or other related information for the file (optional).

Set Module Password - Opens the Change Password dialog box, in which you can specify a password for the book (optional). If the book already has a password assigned to it (one that you assigned while authoring the book, for instance), specifying the password here prevents ToolBook II from prompting the user for the password when the book is run.

Table of Contents


Assignments

To open the Assignments screen, on which you can assign students to courses, choose Assignments from the main menu.

The Assign section of the Assignments screen provides three methods to assign students to courses. The options are:

Depending upon the assignment method you choose, the Assignments page changes in appearance and functionality. Thus, the remainder of this section is organized by assignment method.

Assignments: Courses to Student

Select the Courses to Student option to assign a student to one or more courses. Use the Select button to display the Select Student screen to select the student to whom you wish to assign courses.

The Select Student screen allows you to use the Search By drop-down box to select the desired search item and the Search For field to specify all or the beginning part of text to be used as criteria in the search. (See Finding Students for more details.) Additional search criteria to further limit the results include student group, administrator, and student status. After making your entries and selections, use the Query Now button to list the students that match your search conditions. Select the desired student's name and choose OK to return to the Assignments screen.

After you select a student, the system lists the courses available to the student (which are all active courses) and lists the courses already assigned to the student. To assign a course listed in the Available Courses list to the student, highlight the course and choose Assign. If the course you wish to assign is already assigned to the student, you will be prompted to overwrite the existing records for the student and course.

Tip To assign more than one course to the student, hold down the Ctrl key and click each course name you wish to assign. You can also hold down the Shift key to highlight a range of courses or drag the mouse over the course names while holding down the mouse button to highlight course names.

Assignments: Courses to Group

Select the Courses to Group option to assign a student group, and all students assigned to the group, to one or more courses. To choose a student group, use the Select button to display the Select Student Group screen, which lists all student groups defined in the system.

From the Select Student Group screen, highlight the desired student group and click OK. The system lists the courses available for assignment to the student group (those courses not already assigned to the selected student group) and the courses already assigned to the student group.

To assign a course listed in the Available Courses list to the student group, highlight the course and choose Assign. The system assigns the course or courses to each of the students in the student group who are not already assigned to the course.

To remove courses assigned to the selected student group, highlight the course or courses in the Assigned Courses list (on the Assignments screen) and choose Remove. The system clears activity records for students in the student group who have not yet started the course.

Assignments: Students to Course

Select the Students to Course option to assign a course to one or more students. To choose the course to assign, use the Select button to display the Select Course screen. Highlight the course to assign and click OK.

Tip: You can limit the number of students who will appear in the Available Students list (on the Assignments screen) by selecting an administrator (if this option is available for your log in level) and a student group. By reducing the number of students the system needs to display, you can increase system performance and minimize the number of students you will need to highlight to make assignments. If you accept the default of "<All>" for the Administrator and Group options, the system will list all students defined in the system upon returning to the Assignment screen. Listing all students in the system can take several seconds.

To assign a student to the course you selected on the Select Course screen, highlight the student and choose Assign. To assign more than one student to the course, hold down the Ctrl key and click each student you wish to assign. You can also hold down the Shift key to highlight a range of students.

Note: A student who takes an open enrollment course appears as assigned to the course (in the student list for the course) until the course is completed.

If a student who you have selected in the Available Students list is already assigned to the course, you can reassign the student to the course. Reassigning a student to a course clears the student's activity records for the course. A student who is assigned to a course and completes the course is not allowed to retake the course. Reassigning such a student will clear the record and allow the student to take the course again.

To remove a student assigned to the selected course, highlight the student in the Assigned Students list (on the Assignments screen) and choose Remove. The system clears activity records for the student. You can select multiple students to remove by using the selection technique described above.

Table of Contents


Review Student Activity

CMS Pro maintains activity records, including student scores and start/completion dates, for all students entered into the system. When an administrator assigns a course to a student, or a student starts a course marked as open-enrollment, the system creates activity records for the student and course, and each module of the course. These records are updated when a student first begins a course, continues an uncompleted course, or completes a course.

To review student activity, use the Activity button from the main menu. The Review Activity screen appears, as shown below.

On the Review Activity screen, select By Student to review activity for a student or By Course to review activity for students in a course.

Users granted the Manager-level privilege, as defined by the system superuser, are able to review activity for any student by selecting an administrator or the "<All>" option. Other administrator-level users can review activity for their assigned students, or students in a course or group to which they are assigned.

The Review Activity screen provides the following details, when applicable:

Points Indicates the number of points earned.
Max Indicates the maximum number of points available.
Percent Indicates the percentage earned of the total possible points.
Started Indicates the date on which the user first started the course.
Completed Indicates the date on which the user completed the course.

Review Activity: By Student

To review activity for a student, select the By Student option and then use the Select button to choose a student. The Select button displays the Select Student screen.

The Select Student screen allows you to use the Search By drop-down box to select the desired search item and the Search For field to specify all or the beginning part of text to be used as criteria in the search. (See Finding Students for more details.) Additional search criteria to further limit the results include student group, student administrator, and student status. After making your entries and selections, use the Query Now button to list the students that match your search conditions. Select the desired student's name and choose OK to return to the Review Activity screen. The selected student's name appears on the Review Activity screen below the Select button, and the system displays course activity for the student.

Review Activity: By Course

To review activity for students in a course, select the By Course option and then use the Select button to choose a course. The Select button displays the Select Course screen.

After you select a course and choose OK, the system displays the activity records for students who match the options set on the Select Course screen. For example, if the Administrator and Group options are both set to "<All>", the system displays activity records for all students assigned to the course. Otherwise, the system limits the student records it displays based on the values set for the Administrator and Group options.

Review Activity Details

Use the Activity Details button on the Review Activity screen to view additional details about each module of the selected course.

The system displays the following details for each module in the course:

Module Indicates the module number for the course. The module number corresponds to the module order established with the course was defined.
Points Indicates the number of points earned.
Max Indicates the maximum number of points available.
Percent Indicates the percentage earned of the total possible points.
Complete Indicates the date on which the student completed the module.
Sessions Indicates the number of times the student accessed the module.
Time Indicates the total cumulative time the module was open by the student in the format hh:mm:ss.
Log Indicates whether Logging was turned on in the course module and a log file has been recorded into the CMS Pro database.

The course totals are shown at the bottom of the screen.

Viewing the Module Log - When the Log column of the selected (highlighted) module contains a "Y", the View Log button is available. To view the log for the selected module, click the View Log button and the contents of the log will be displayed in a Notepad window. You may search, copy or print this log using the normal Notepad features. Close the Notepad window when you are done with the review. If a log is shown to be present but It contains no information, the settings in the course book are likely incorrectly set.

Table of Contents


Modify Personal Information

You can view and modify your personal information from the Edit User Information screen accessible from the Personal User Info button on the main menu. Refer to the section Setting User Password for details about changing your system password.

Table of Contents


CMS Pro Administration Module User Guide
Copyright © 1999-2000 Vision Infosystems, LLC