Explained: Reports – Civica Learning

Introduction

Civica Learning supports a range of standard reports that users with a Global administrator or a Reporter role can use to view or download management information related to users, groups of users or users in specific organisational units.

Each report has a HTML version, that can be viewed on screen in your browser (and printed using your browsers standard printing facilities) and a downloadable Comma Separated Value (CSV) version, which you can download to perform additional filtering or analysis in tools such as Microsoft Excel.

INFO: In the CSV reports, timestamps use the UTC (Coordinated Universal Time) format, e.g. 2018-05-02T07:47:58.210Z. The UTC time zone is denoted by the letter Z - a reference to the equivalent nautical time zone (GMT).

Depending on the type of report selected, you are able to specify the information to include in the report using a combination of the following:

Date. The date range for which the reports should include data, specified using From and To dates, or a single date for the Content status and Certification status reports.
Users. The users to include in the report, specified by selecting from a list of user's First names and Surnames.
Groups. The users to include in the report, specified by selecting one or more groups.
Organisational units. The users to include in the report, specified by selecting one or more organisational units.
Catalogue item(s). The selected catalogue item(s) the status information should cover.
Profile data. The profile data to include in the report. By default, only First name, Surname and Email address is included, but you can specify any other profile data to include in report.

Standard reports

Civica Learning supports the following reports:

Content activity. Shows the learner activity for one or more content items, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Content status. Shows learner status for one or more content items, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Non-completion. Shows the learners who haven’t completed one or more content items, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Assessment summary. Shows a summary for a single content item, detailing how many learners have answered each question, the number of responses per answer and how many learners got each question correct/incorrect.
Assessment details. Shows responses for a single content item for learners, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
User activity. Shows all learner activity, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Learner journey. Shows a learner's journey through one or more content items (courses) - showing individual page completions, question responses and course completion data, filtered by date the selected learners (specified individually, or by their group or organisational unit membership).
Event session report. Shows the learner activity for one or more events, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Certificate details report. Shows all awarded certificates for one or more certifications with awarded date and where applicable associated score, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
Certification status report. Shows the certification status for a one or more certification(s), filtered by the selected learners (specified individually, or by their group or organisational unit membership), and optionally to show learners whose certification is or isn't valid on a specified date. Statuses in the report can include Never, Current, or Expired. Where a user has been awarded a certification the first issue date, as well as the most recent issue and expiration dates are included in the report. The first issue date is included as a guide only and is not intended to infer that the user has been continuously certified between the first issue date and the current expiry date. You should use the Certificate details report, if you need to check a user has been continuously certified for a given period of time.
CPD journal report. Shows all CPD journals and journal statuses, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).
CPD entry report. Shows all recorded CPD entries, filtered by date and the selected learners (specified individually, or by their group or organisational unit membership).

INFO: The certifications reports are available to global administrators, or users with a reporter role if the Reporter certification visibility mode advanced setting is configured to permit reporters to report on certifications.

For eLearning courses / assessments, the information that is surfaced in the reports is dependent on what information is logged to the system by the content. This will vary depending on the authoring tool used to generate the content, and how the content was configured within the authoring tool. For example, an Assessment summary report will only provide useful information, if the assessment manifest includes the assessment questions / structure and/or the assessment logs the relevant information to the system.

Content and certifications availability for reporters

When running reports as a user with a reporter role, the catalogue items available to the reporter, are restricted to items which are targeted to the groups or organisational unit (OU) nodes that have been used to define the scope of their reporter role. For example, a reporter assigned a reporter role over the UK/Bristol organisational unit, would be able to see catalogue items targeted (via My learning or the Catalogue) at UK/Bristol, but would not be able to see content targeted at the UK node, even though users within his scope would be able to see this content.

If you wish your users with reporter roles, to be able to report on catalogue items not specifically targeted at the groups or OUs associated with their reporter assigned roles, you can make all catalogue items available to them. To make all catalogue items available for reporters to report on, as a Global administrator, on the Settings | Advanced page, in the REPORTING panel, in the Reporter content visibility mode list click Reporters can report over all content, and then click Save.

If you wish your users with reporter roles, to be able to report on certifications, you must enable the certification reports for reporters. To enable the certification reports for your reporters, as a Global administrator, on the Settings | Advanced page, in the REPORTING panel, in the Reporter certification visibility mode list click Reporters can report on certifications, and then click Save.

Scheduled versus ad-hoc reporting

Reports are often run on an ad-hoc basis, as and when you need the information. To create a report, you need to define the type of report, the reporting period, the users to be included in the report, the content to report on, and what user profile data to include.

However, making these selections can be a time consuming process and will need to be repeated every time you run the same report.

To save time and effort, you can define the requirements for a report once, and then save the definition as a report template. Once you've defined a report template, you can then run the template at any time, or schedule the report template to run automatically.

Report templates

Once you've created the definition for an ad-hoc report, you can save the definition as a report template. The template will be shown as an Ad hoc report template on the Report templates page and can be run by simply clicking the Run icon, as shown on the image below. If you edit an Ad hoc report template, you can specify a schedule on which the report will be run. The template them becomes a Scheduled template, as shown below.

With a scheduled report template, you can chose when the report runs. The available options are:

Daily
Weekly. On a chosen day of the week
Monthly. On a chosen day of the month

Reports run at the start of the day specified, so typically, weekly reports will be run on Mondays, so that the information includes data for each week from the Monday through to Sunday. Monthly report will be run on the first of the month, to include information from the first to the last day of the previous month.

By default a scheduled report will include information for the specified reporting period, however, you can optionally chose a specific start date for the report, so that for example, you can run a report weekly, but include all information from the start of the year.

NOTE: Only global administrators can generate or save templates for certification reports. A global administrator can make a reporter the owner of a certification report template. This will enable the reporter to run the report as required (or per the schedule), but the reporter will not be able to view or modify the template properties.

Report notifications

When running a report for large user cohorts, the required report can take some time to be generated. Civica Learning therefore allows you to send yourself (or the report Owner) a notification email, when the report becomes available.

Similarly, you may also want to distribute a report to an arbitrary set of users, for example so that a set of managers can track the progress of their staff. Civica Learning supports this using emails that contain a link to the generated report, where the link is only valid for a short period.

Report ownership

The owner of a report is defined based on how a report is created. If the report is an ad hoc report, run by using the Report generator page, then the report owner is always the current user.

For reports that are generated using a template, the report Owner is the owner of that template, and they can make changes to the template.

As an admin, you can change the ownership of a report to ensure that any generated reports, are sent to the appropriate users when notifications are generated.

The activity stream

Civica Learning tracks all user activity by using an xAPI Learning Record Store (LRS). The LRS stores an xAPI activity statement for each activity that a learner performs on the system, for example, viewing a PDF document, playing a video, starting a course, resuming a course, answering a question in an assessment or completing a course.

The Reports | Activity stream page, visible to Global administrators, shows all activity statements, as they are generated by users. You can filter the statements by the statement type (for example, Answered or Completed), the learner generating the statements and the content item that has been accessed. The activity stream enables you to monitor system usage and to investigate content completion or content access issues. You can also export the statements in CSV or JSON formats to further analyse the logged statements.

Content access statistics

As well as the standard reports, content tracking statistics are automatically maintained, showing the number of times specific items of content (of all types, including videos, arbitrary files and courses) are viewed.

The report covering content access statistics is available from the Catalogue page, using the Export summary option.

The exported CSV report includes all items in the filtered catalogue view, when the Export summary option is chosen. The report is useful for showing which content is proving most popular vs least popular.