Feature Preview. Open Text Accreditations Server Learning Module. 25 March 2009

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Feature Preview

Open Text Accreditations Server Learning Module

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Introduction

Learning-centric organizations recognize the fundamental importance of ensuring the right information is delivered to the right people, at the right time.

Organizations’ technology and product development teams design the products and tools that allow their customers to conduct business in a more self-managing capacity or to increase the amount of business they do with the firm.

In today’s competitive environment, launch deadlines and budgets are often tight. Yet, despite the financial and human resources expenditures made to accommodate them, for the front-line staff who are directly responsible for using, promoting, and adapting products into business environments, training is oftentimes an afterthought. When businesses invest in a new product, comprehensive training is required to ensure that they can extract the maximum value from this investment.

In an environment where employees are located in various geographical regions, and where time does not permit for traditional in-classroom training, those responsible for the knowledge delivery are charged with not only designing the course content but also with resolving the logistical challenges of ensuring the training occurs not only on time, but is accessible by all users, regardless of geographical location.

Furthermore, in today’s ever-changing regulatory environment, “required learning” is being mandated for all employees, to satisfy licensing and employee compliance requirements. Organizations need a learning management solution that facilitates regulated employee training while balancing the financial investments required to meet such regulations.

Product Description

Open Text Accreditations Server is designed to address a number of needs, including growth in regulatory reporting requirements, leveraging existing investments in training content and programs, maintaining detailed registration and licensing records for compliance management, and the need to manage all of the detailed records necessary to achieve regulatory compliance.

Open Text Accreditations Server Learning Module facilitates employee training while minimizing investment, providing a complete solution for required learning. Open Text’s Accreditations Server Learning Module is an integrated Learning Centre Management platform. It consists of 3 sub-components:

• Knowledge Management

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Accreditations Server Learning Module

Knowledge Management

A learning initiative requires planning, scheduling, development, and maintenance, in addition to monitoring student progress through a study program. To accomplish this, the Accreditations Server Learning Module provides the following capabilities:

• Learner Account Management

• Courses and Catalogue Listings

• Course Registration

Learner Account Management

Comprehensive student account management enables senior management and training departments to ensure that personal and course progress information is handled properly.

• Collect relevant data on students that can be used within the reporting function as well as in a mentoring situation

• Deliver training courses, product information, or corporate communications to the right employees in an organized manner

• Create online learner profiles containing personal information, transcripts and regulatory information

• Establish protocols for showing or hiding courses for different groups

• Set variable course pre-requisites for different learner groups

• Interface and extract with HR systems

Courses and Catalogue Listings

• Easy course and curriculum set up

• Deliver both internally-designed training programs, or transparently integrate third-party courseware

• Provide course description details such as location, cost and focus

• Search the course catalogue using multiple queries (such as title, course number and so on)

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Course Registration

• Enrolment can be both automatic and approval-based—training departments can create course registration approval processes and protocols

• Automated registration capabilities interface with other key operational systems, providing the ability to upload critical employee profile and registration

information seamlessly through data feeds, eliminating duplicate data entry

• Schedule multiple sessions of the same course on the same day

• Authenticate learner information (such as manager and cost center) upon registration

• Allow self-service registration

• Enable manager-initiated registrations (that is, managers are able to sign up direct reports for courses)

• Enable group registration based on specific criteria, depending on users’ access rights

• Track and report on registration, attendance and successful completion for all course types

• Auto-send registration confirmation to learners and managers

• Ability to auto-remind learners and managers of upcoming courses

• Set priority on assigned courses such as required, recommended, elective and optional

Content Development and Delivery

Content development capabilities enable management and training departments to author and publish e-Learning programs to provide just-in-time knowledge delivery directly to the learning audience. This enables self-paced learning anytime, anywhere.

• Content Delivery

• Course Authoring

• Content Audit

Content Delivery

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• Support virtually all standard media, audio and video

• Stop and resume online learning functionality for self-paced learning

• Learners can take electronic notes within the system as a reference tool, which can be printed for later referral

Course Authoring

• Author in-house e-Learning in a variety of multimedia formats (such as Adobe Captivate, Microsoft Word, Excel, PDF, PowerPoint and HTML) while meeting industry standards such as SCORM compliance

• Repurpose learning assets for multiple learning applications so to better meet the learning needs of various audiences

• Attach Web links to supplementary course materials (such as glossaries, intranet procedures and so on)

Content Audit

• Track content changes through a robust archiving and audit functionality

• Archive courseware - disabling courses and learning content sections without removing from the system

Testing and Assessment

The integrated testing / assessment engine allows the organization to effectively manage employee development. With the ability to track learner progress and assess desired knowledge and skills competency, training personnel can better manage course curriculum. To accomplish this, the Accreditations Server Learning Module provides the following capabilities:

• Test/Assessment Creation

• Assessment Tracking and Reporting

Test/Assessment Creation

• Construct a suite of online tests, exams, surveys, questionnaires and course evaluations

• Select from a variety of test formats—including multiple choice, true/false, fill-in-the-blank, mix and match and short answer/essay style

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Assessment Tracking and Reporting

• Track and enforce completion of pre-course assessments

• Track and analyze scoring results from an employee, class or content perspective

• Track curriculum progress by individual or group to determine how much is complete

• Track and report course evaluations for all course types

• Create course evaluation records that include past and current data to facilitate future course planning

• Interface with Excel and Access database applications

• Track and enforce completion of pre-course assessments

• Update learner profiles and transcripts with assessment results

• Limit the number of test retakes

• Allow learners to take scored or un-scored practice tests

• Track last or best scores for all test types

• The interactive scoring functionality allows learners to view answers and explanations to incorrect responses

• Supported report formats include PDF, HTML and the option to export in CSV and other formats for additional analysis

• Comprehensive progress reporting available on-demand, including “not” analysis

• Combined with the Accreditations Server Certification Module, conducts analysis against the learner profiles, including Accreditations & Licensing requirements.

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Accreditations Server Base Server

Accreditations Server provides the following administration and business process management capabilities.

Administration

Accreditations Server provides the following administration capabilities:

Employee Profile Management

• Employee profile management—Administrators can manage detailed employee data entries, as well as sort and filter employee data for reporting.

• Transcript generation—Administrators can generate detailed records to provide employees or managers with detailed course results.

• Specify security levels on employee information—Administrators can define which components of employee data are reportable and which are

non-reportable. This enables particular employee information to be visible by management only.

• Track and manage employment history—When employees relocate or are promoted within the company, all their personal data is easily rectified under the new location or business unit.

System Configuration and Security

• Establish system permissions and view access parameters—Accreditations Server Certifications Module supports a large volume of users and multilevel views, including employee, manager and administrator.

• Import data from existing electronic files—Automatically populate database fields during initialization based on existing content, such as user data, or populate the database manually, and confirm accuracy through detailed system checks and manager reviews.

• Automatically generate new password to manage employee access— Enforce password expiry, requiring users to select a new password after a specified duration, and prompt users when expiry is pending.

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Data Auditing

• Allow users to view the history or changes of any column of data in the system

• Fully configurable (that is, any field of date in the system can be configured to be audited)

• Establish a rules hierarchy that enables different divisions to operate under unique business rules, rather than forcing a specialized unit to fit a static platform.

Business Process Management

Accreditations Server provides the following business process management capabilities.

• Recurring status reports can be automatically generated and delivered to employees, branch managers and so on.

• Notifications can be sent via email to users, stored in the database for tracking and audit, and made available for online viewing.

Task Management

Create, delegate and track tasks for employees.

• Track activity against tasks, monitor late tasks with notifications and proactively notify task holders.

• Report and inquire on tasks from various perspectives, such as enterprise-wide or pertaining to a single department.

• Employees can submit notices of material change, report course completion and advise managers when profile changes are required.

Event Management

Implement business rules to automatically notify management of milestones and events.

• Enable the execution of business processes based on event occurrence, such as new employee registration.

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www.opentext.com [email protected]

North America Sales

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International Sales

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If you are an Open Text partner or customer, visit online.opentext.com for more information about this and other Open Text solutions.

Open Text is a publicly traded company on the NASDAQ (OTEX) and the TSX (OTC).

© Copyright 2009 by Open Text Corporation. Open Text, The Content Experts, and Livelink ECM are trademarks or registered trademarks of Open Text Corporation. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.

Contact Information

Derrick Stanford

Senior Account Executive Open Text Corporation

Toll Free in Canada – 1-866-375-7700 Outside of Canada – (506)-459-7510

[email protected] Kathleen White

Program Manager, GRC Group Open Text Corporation

(905) 315-1936