Generate learning module reports

Introduction

In this article, you'll find information about how to generate course reports relating to learning modules, and how to download and read them, via the Reports page.

The Learning module reports are available from two areas of the Learn365 Admin Center. The configuration of the reports differs slightly depending on where you open them, and the report outputs are similar. For information about how to generate these reports via the Training Management page (where they are called course reports), see this article.

 

Generate learning module reports

Required role: catalog admin.

1. Go to the Learn365 Admin Center > Reports. The Reports page opens.

2. Select Download reports > Learning module. The Learning module reports panel opens.

3. From the opened Learning module reports panel, set the relevant values in the fields to build your report.

4. In the Search courses section, select the courses for which you want to run the report. Select All courses or specific courses. What you choose here will determine whether you can select an item from the Select scope drop-down list.

5. In the Group by section, select the value by which you want to group the information in the report: Learner or Learning module. The value you select here will determine the values available in the Select scope drop-down list.

 

Learning module report configuration

 

  • Learner. This report tracks how learners have performed with learning modules for the selected courses. It also tracks general information about learners' attempts to complete the learning modules. The report output will be grouped by learner.
  • Learning module. This report tracks general information about learning module completion and the number of attempts it took learners to complete them for the selected courses. The report output will be grouped by learning module.

6. In the Include users section, select one of the following: Active, Inactive, or All. The value selected here determines the learners who will be available from the Select scope drop-down list, when Learner is selected in the Group by field.

  • Active. This is the default value. The report will include learning module completion information for learners whose accounts are currently active in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in this course. In this case, only active users will be available from the Select scope drop-down list.
  • Inactive. The report will include learning module completion information for learners whose accounts were disabled or deleted in Microsoft Entra ID (Azure Active Directory) and who have ever been enrolled in this course. In this case, only inactive users will be available from the Select scope drop-down list.
  • All. The report will include learning module completion information for both active and inactive learners. In this case, both active and inactive learners of this course will be available from the Select scope drop-down list.

7. In the Include enrollments section, select one of the following: Active, Cancelled, or All.

  • Active. This is the default value. The report will include the selected learners who have active current enrollments in this course.
  • Cancelled. The report will include the selected learners whose enrollments in this course were cancelled by a catalog or course admin, or by themselves.
  • All. The report will include both Active and Cancelled enrollments of the selected learners.

8. In the Select scope section, select the relevant value.

The values selected in the Search courses, Group by, and Include users sections determine the items available in the Select scope drop-down list. The values will be either a list of learners or learning modules.

  • If you select All courses or multiple courses from the Search courses drop-down list, the Select scope section becomes inactive.
  • If you select an individual course and choose to Group by learner, the Select scope drop-down list enables you to select All learners who are defined in the Include users section or a specific learner.
  • If you select an individual course and choose to Group by learning module, the Select scope drop-down list enables you to select All learning modules in the course or a specific one.

9. To generate a report that will include information about learners' attempts made within a date range, set the relevant Start date and End date. If you leave these fields blank, the report will include course information from the date they were published up to and including the date the report is generated.

10. When you're ready, select Export to Excel to generate the report.

When the report is generated, it will be downloaded to your device as an Excel file and will be available under Notifications (the bell icon). The report will display information in the language defined for the catalog via the Locale setting in the Learn365 Admin Center > Catalog settings > LMS Configuration > Regional settings. For more information, see this article.

 

Explanation of the Learning module report grouped by learner

 

Learning module report output by learner

 

The Learning module report grouped by learner includes the following columns:

  • Course site. Shows the course that contains the learning module. The course title is an active link, which redirects you to the course home page.
  • Learner’s name. Displays the name of the user.
  • Email, Department, Office, City, Country. Displays additional information about users, if this is available.
  • Number of training items. The number of learning modules in the course.
  • Learning item name. The name of the learning module.
  • Completion status. The completion percentage of the learning modules for each learner. For individual learning modules, the Status of the current attempt is specified. Where learners took several attempts to complete the learning module, only the progress for the last one is displayed. The statuses are:
    • Passed. The learner has passed the learning module.
    • Not started. The learner hasn't started the learning module yet. 
    • In progress. The learner has started learning module but hasn't finished it yet.
    • Completed. The learner has completed the learning module.
    • Failed. The learner has failed the current attempt but has more attempts available to complete it.
    • Out of attempts. The learner hasn't passed the learning module and has no more attempts left.
    • Locked. The learning module has prerequisites and can't be started by the learner.
  • Date completed. The date on which the learner completed this learning module. Select the cell to see the time it was completed.
  • Passed. The percentage of learning modules in the course that the learner has passed. For individual learning modules, this shows whether learners have passed them.
  • Score. For individual learning modules, the learner's percentage score is displayed.
  • Average time spent. Displays the average time that the learner took to complete the learning modules in the course. For individual learning modules, it displays the average time learners spent on their attempts to complete them.

The time spent on an attempt is calculated in the following way:

If the current attempt to complete the learning module isn't completed, time is calculated from the moment the learner started the learning module until the moment they closed the LMS365 player. If the learner resumes an incomplete attempt in the LMS365 player, the time tracking will resume as well until they close the LMS365 player again or complete the attempt. If the learner starts a learning module, then breaks for a while without closing the LMS365 player, the time counter will continue.

As a result, the completed attempt will show the time spent by the learner to complete the attempt from the moment an attempt was first started until it was completed.

  • Attempts. The total number of attempts that the learner took to complete the learning modules in the course. For individual learning modules, it displays the number of attempts each learner took to complete them.
  • Time zone. Displays UTC+00:00, regardless of any other time zone settings.

 

NOTE   

To view detailed information about a user's attempts to complete a learning module, their status in Microsoft Entra ID (Azure Active Directory) must be Active and they must have an active enrollment in the current course. The admin will then need to navigate to Manage Course Content of the course in question > Learning module > View Learner's Details.

To view detailed information about attempts made by unenrolled users of the current course via View Learner's Details, these users must be enrolled in the course again.

 

Explanation of the Learning module report grouped by learning module

 

Learning module report output by learning module

 

The Learning module report grouped by learning module includes the following columns:

  • Course site. Shows the course that contains the learning module. The course title is an active link, which redirects you to the course home page.
  • Learning item name. The name of the learning module.
  • Upload date. The date the learning module was uploaded. Select the cell to see the time it was uploaded.
  • Learner’s name. Displays the name of the learner.
  • Email, Department, Office, City, Country. Displays additional information about users, if this is available.
  • Status. The completion status of the learning modules for each learner. Where learners took several attempts to complete the learning module, only the progress for the last one is displayed. The statuses are: 
    • Passed. The learner has passed the learning module.
    • Not started. The learner hasn't started the learning module yet. 
    • In progress. The learner has started the learning module but not finished it yet.
    • Completed. The learner has completed the learning module.
    • Failed. The learner has failed the current attempt but has more attempts available to complete it.
    • Out of attempts. The learner hasn't passed the learning module and has no more attempts left.
    • Locked. There are prerequisites that prevent learners from starting the learning module.
  • Number of learners. Shows the number of learners on which the report is built.
  • Passed. For individual learners, this shows whether they have passed the learning module.
  • Number of attempts. Shows the number of learner attempts for this learning module. For individual learners, it displays the number of attempts they took to complete the learning module.
  • Average time spent. Displays the average time learners took to complete the learning module. For individual learners, it displays the average time the learner spent on their attempts to complete this learning module.

The time spent on an attempt is calculated in the following way:

If the current attempt to complete the learning module isn't completed, time is calculated from the moment the learner started the learning module until the moment they closed the LMS365 player. If the learner resumes an incomplete attempt in the LMS365 player, the time tracking will resume as well until they close the LMS365 player again or complete the attempt. If the learner starts a learning module, then breaks for a while without closing the LMS365 player, the time counter will continue.

As a result, the completed attempt will show the time spent by the learner to complete the attempt from the moment an attempt was first started until it was completed.

  • Score. For individual learners, their percentage score for the learning module is displayed.
  • Date completed. The date on which learners completed this learning module. Select the cell to see the time it was completed.
  • Time zone. Displays UTC+00:00, regardless of any other time zone settings.

 

NOTE   

To view detailed information about a user's attempts to complete a learning module, their status in Microsoft Entra ID (Azure Active Directory) must be Active and they must have an active enrollment in the current course. The admin will then need to navigate to Manage Course Content of the course in question > Learning module > View Learner's Details.

To view detailed information about attempts made by unenrolled users of the current course via View Learner's Details, these users must be enrolled in the course again.

 

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