How to read the Learner's Progress Dashboard and report

Introduction

The Learner's Progress dashboard and report provides information on the training progress of a specific learner.

This guide describes how to read the information shown by the Learner's Progress dashboard and report, the data they present, and the calculations behind each piece of information.

 

The Learner's Progress dashboard view

Required role: catalog admin.

To find the Learner's Progress dashboard, go to the Learn365 Admin Center > Users > select the relevant learner > View Learner’s Progress.

 

 

 

The Learner's Progress dashboard view provides the following information:

 

Total Training Enrolled

Displays the total number of the courses and training plans that learner is currently enrolled in. The imported training and deleted courses/training plans that the learner was enrolled in are counted here as well. The number shown in the Total Training Enrolled column equals the number in the training that has the Yes value in the Is Enrolled column.

 

Total Training Completed

Displays the total number of the courses and training plans that learner has ever completed. The courses and training plans that were retaken, and those that were completed but the learner was unenrolled from, are counted here. The imported external courses and training plans, or the completed courses or training plans that were deleted, aren't counted here.

 

Total CEUs

Displays total number of CEUs that the learner has received for the completed courses and training plans including deleted, imported, and cancelled courses and training plans. Once the learner retakes the training, the CEUs won't be counted here.

 

Average Score

Displays the average score of all the current scores displayed in the Score column. If there's no course or training plan with a score, this value will be 0.

 

Completed

The total number of courses and training plans that have been completed by the learner. The courses and training plans the learner completed but was unenrolled from, as well as imported and deleted courses and training plans, are counted here.

Retaken courses aren't counted here.

For instructor-led training, this status means that the learner’s attendance percentage is greater than or equal to what is set as required for course completion; for the multiple- enrollment type with the defined number of sessions, the learner attended the required number of sessions and/or session groups, met the attendance percentage criteria, and has completed all the required learning items in the course, or the course was manually set to Completed.

For more information about the completion statuses of the course, see this article.

 

In Progress

Displays the number of courses and training plans that have been started but haven't completed yet. The number in the In Progress pie chart equals the number of courses/training plans with the In Progress status in the Status column. 

For more information about course progress calculation, refer to the Course progress calculation section in this article.

 

Not Started

Displays the number of courses and training plans that haven't been started yet by the learner. The number in the Not Started chart equals the number of courses and training plans with the Not Started status in the Status column.

 

Overdue

Displays the total number of courses and training plans that haven't been completed by the learner up to the due date. The deleted, the courses and training plans the learner was unenrolled from that have the overdue status are also counted here.

 

Mandatory

Enables you to filter the courses and training plans by Mandatory status.

 

Publishing status

Enables you to filter the courses and training plans by their publishing status.

 

Name

Displays the title of the course, training plan. In the Name column of the dashboard, select the training name to expand details on the progress of learning items of the course, training plan. 

In the Excel report, refer to the Course title column.

 

Is Enrolled

Yes/No identifies whether the learner is currently enrolled in the course, training plan. No is displayed as well when a learner has been unenrolled from the training.

In the Excel report, refer to the Is enrolled column.

 

Status

Displays the completion status: Not started, In progress, or Completed. In the Status column, you can track the completion status of the course and the learning items in it, and the training plan and the courses in it. To view it, select the expand arrow next to the training title.

Imported training has the Completed status. Assessment shows only the Not started or Completed status.

The Status column filter enables you to filter the learners according to their course progress status.

In the Excel report, refer to the Status column.

 

This column has no heading in the dashboard

It's located between the Status and CEUs columns. It may contain the grey tick icon. Hover over the icon to see the detailed information: The course has been retaken. The last completion date.

 

For courses:
A separate column near the Status column contains the grey tick icon only for the courses that have been previously completed and have been retaken. Hover over the icon to see the last completion date. If the course has been completed several times, only the last completion date is shown.

 

For training plans:

The icon is located near each course of the training plan (not the training plan title) and only for the courses that have been previously completed and retaken. Select the expand arrow near the training plan title to see the details of each course in the training plan. Hover over the icon of individual courses to see the last completion date.

If an individual course was retaken and completed several times, only the last completion date is shown.

To track the last completion date of the training plan, if it was previously completed before the retake, refer to the Previously completed column in the Excel report.

 

 

CEUs

Displays the number of CEUs earned by a learner for the course or training plan completion if CEUs have been set for completion. CEUs may be set manually by admin.

If there are no CEUs that are set for the course or training plan, this field is empty.

For courses:

You can track the number of CEUs earned by a learner for the course completion if CEUs have been set for this course.

 

For training plans:

Displays the number of CEUs earned by a learner for the training plan completion, if CEUs have been set for completion of this training plan.

Expand the training plan title to see the number of CEUs for each course in this training plan that the learner may receive if they've been set for an individual course. The earned CEUs for each course of the training plan isn't included in the number of CEUs of the training plan.

In the report, refer to the CEUs column.

 

Progress

Learner’s progress on the course or training plan, progress on each learning item in the course, and progress on each course in the training plan.

For courses:

A learner’s progress on the current attempt to complete the course is stated near the course name. Select the expand arrow near the course name to track progress of the learning items in the course. The calculation of course progress depends on the course type and enrollment type. For detailed information on calculations of progress, see the Course progress calculation section. Detailed information about calculation of progress for learning items is placed in the section Learning items progress calculation.

In the report, refer to the Progress column.

The displayed here course progress value has a calculation logic that includes attendance (for the instructor-led training) and assignments (if there are any) and, therefore, the progress value differs from the value the learner sees on the course home page in the Learner's Progress section if attendance (for the instructor-led training ) or assignments are in the course.

 

Completing the course manually:

• If you set the course completion manually by dragging the Yes toggle without also manually completing the learning items in the course and/or attendance (for the instructor-led training), the total Progress value will be 100% but the learning items will keep the values as they were before the manual completion.

• If the completion of the separate learning items is set manually but the course completion isn't set to Completed, the course progress will be recalculated according to the set progress of the learning items. The manually completed learning items receive 100% progress.
• If you manually complete all the learning items in the course (regardless of their current progress status), the course will automatically be set to Completed. The total course progress and progress of all individual learning items will be 100%.

The exception to this is instructor-led training with the multiple- enrollment type and a defined number of sessions and/or session groups, where a learner is enrolled in fewer standalone sessions or session groups than required. In this case, manual completion of all learning items and attendance will keep the course In Progress.

If a learner is enrolled in instructor-led training with the single- or multiple- enrollment type and the enabled Allow enrollment without session registration option, and isn’t registered in any course standalone session or session group, you can't manage their attendance. The attendance progress will remain at 0% with the Not Started status. However, it doesn’t influence manual course completion, regardless of whether attendance is set as required for course completion.

• If you manually complete the course by dragging the Yes toggle, where you also manually complete some learning items and leave the progress of other learning items as it is, the total course progress will be set to 100%, the manually completed learning items will be set to 100%, and the non-modified learning items will retain their progress status as it was before manual course completion. 

 

For training plans:
A learner’s progress on the current attempt to complete the training plan is stated near the training plan title. Select the expand icon near the training plan title to track progress on the current attempt to complete each course in the training plan. In the Excel report, refer to the Progress column.

More information on the training plan completion statuses can be found in this article.

The displayed here training plan and courses progress values have a calculation logic that includes all required details and differs from the one applied on the training plan home page and, therefore, the progress values differ from the values the learner can see on the training plan home page in the Learning Progress section and the progress of each course.

 

Score

Displays the learner’s average score of the current attempt to complete the course or training plan and score on each learning item in the course, score on each course in the training plan.

 

For courses:
Displays learner’s score on the current attempt to complete the course. Select the expand arrow near the course name to track the score on the current attempt of each learning item in the course. The course score is calculated as the average of the received by learner score for each learning item. 

 

 

For more detailed information on the learning items score calculation, refer to the last paragraph of the article.

 

For training plans:

Learner’s score on the current attempt to complete the training plan is stated near the learner's name. Select the expand arrow near the learner's name to track the score on the current attempt of each course in the training plan. The training plan score is calculated as the average of the score received by the learner for each course.

In the Excel report, refer to the Score column.

 

Completed`

Displays the date on which the learner completed the course or training plan. To see the completion date for each course of the training plan, select the expand arrow near the learner's name.

The Completed column filter enables you to filter the training according to the completion date or the set date range. 

In the Excel report, refer to the Date Completed column.

 

Due Date

Displays the date by which enrolled learners must complete the course or training plan. While due dates are based on the course or training plan settings, catalog admins can later change them for individual learners. As a result, learners enrolled in the same course or training plan may have different due dates.

For information on how to edit a learner's progress, see this article.

 

Certificate

If the column displays the eye icon, then the user has acquired certificates upon completion of the course or training plan. If an individual course in the training plan displays the eye icon, this means the learner has acquired a separate certificate for completing this course. 

The Certificate column filter enables you to filter the training for which a certificate was acquired.

For more information on how to manage the learner's certificates on the Learner's Progress dashboard, see this article.

In the Excel report, refer to the Certificate for current progress column.

 

The Learner's Progress report

Required role: catalog admin.

To find the Learner's Progress dashboard and report, go to the Learn365 Admin Center > Users > select the relevant learner > View Learner’s Progress > Download Report.

The report will display information in the language of your browser, if this language is supported by Learn365. Otherwise, it will be displayed in English (United States).

 

 

 

Here, you find explanations of how to read the information about the learner’s progress in the downloaded report, the data presented and the calculations behind each piece of information.

 

Learner Name

The name of the learner.

 

The learner’s additional information

The cells contain the learner’s additional information: Email, Department, Job Title, Manager, Office, City, Country. The dashboard doesn't contain this information.

 

Course title

The title of the course or training plan.

In the dashboard view, refer to the Name column.

 

Course type

Specifies the training type: e-learning, Instructor-Led Training, Training Plan.

 

Category

Displays the categories specified for the course or training plan. If no category was applied to the course or training plan, the cell remains empty. The dashboard view doesn't contain this information.

 

Course id

Displays the course or training plan ID if it was specified. If no, the cell remains empty. The dashboard view doesn't contain this information.

 

Is enrolled

Yes/No defines whether the learner is enrolled in this course or training plan.

No is displayed when learner has been unenrolled from the course or has an enrollment request.

On the dashboard view, refer to the Is Enrolled column.

 

Progress

The progress percentage of the learner's current attempt to complete the course or training plan.
The dashboard view (the Progress column) contains detailed information on progress of each learning item in the course or each course of the training plan.

 

Score

Displays score in percentage. Learner’s total score on the course or training plan.
The dashboard view (the Score column) contains detailed information on progress of each learning item in the course and each course of the training plan.

 

CEUs

Displays CEUs the learner has acquired for completing a course or training plan. For the dashboard view refer to the CEUs column.

 

Status

Displays the current completion status of a course or training plan: Not Started, Completed, In Progress.

For the dashboard view, refer to the Status column.

 

Previously completed

The date when the course or training plan was previously completed if the course or training plan was retaken.

If the course or training plan was completed several times, only the date of the last completion is shown.

For the dashboard view, refer to this column.

 

Overdue status

On Time or Overdue shows whether the learner is on time with the course or training plan completion.

 

Due date

Displays the date when enrolled learners must complete the course or training plan.

The due date depends on the set Due Date option for the course or training plan. If number of days after enrollment is set, the due date in the report will depend on the enrollment date for each learner. If the fixed date option is set, the due date will be the same for all users.

 

Date completed

Displays the date the learner has completed the course or training plan. In the dashboard view, refer to the Completed column.

 

Time completed

Displays the time when the learner completed the course or training plan. The dashboard view doesn't contain this information.

 

Certificate for current progress

Yes/No specifies whether the learner acquired certificates for the current attempt to complete the course or training plan.

In the dashboard view, refer to the Certificate column.

 

Certificate expiry date

Displays the certificate expiry date if the date was set. This field is empty if there's no expiration date set for the certificate. For the detailed dashboard view, refer to the Certificate column.

 

Certificate expired

Yes/No specifies whether the certificate is expired. For the detailed dashboard view, refer to the Certificate column.

 

Course progress calculation

For an e-learning course 

Calculation of progress of an e-learning course depends on whether all learning items in the course are set as required for completion.

 

 

• All learning items are set as required for completion.

When all learning items are set as required for completion, the course Progress value is calculated as an average of all learning items in the course.

 

 

• Separate learning items are set as required to complete the course.

When some of the learning items are set as required for course completion and others are optional, the value in the Progress column for the entire course is the average of the learning items that are set as required for course completion.

 

 

For instructor-led training with learning items

The course progress values for instructor-led training that contains learning items depends on whether course attendance is set as required for course completion. When attendance is set as required, it'll be indicated with the star icon on the Learner's Progress panel and will be included in the course progress calculation and course completion. When attendance isn't set as required, it won't be indicated with the star icon and won't influence the course progress calculation and course completion.

 

• When attendance in instructor-led training isn't required for course completion (optionally, the Allow enrollment without session registration option may also be enabled), the course progress status and its calculated value won't be influenced by learners' attendance or absence. In this case, only learning items that are set as required for course completion will be included in the Progress value calculation. The value in the Progress column for the entire course is calculated as the average of the learning items that are set as required for course completion.

For more details on how the value stated in the Progress column for Attendance is calculated for each type of enrollment, see this article.

 

 

• When attendance in instructor-led training is required for course completion, without the Allow enrollment without session registration option enabled, attendance progress is included in the course progress calculation and influences course completion. In this case, attendance is indicated by a star icon on the Learner's Progress panel. Course progress is calculated as the average of all items set as required for course completion, including attendance.

For more details on how the value stated in the Progress column for Attendance is calculated for each type of enrollment, see this article.

 

 

 

• If attendance in instructor-led training is required for course completion and the Allow enrollment without session registration option is enabled for the single- and multiple- enrollment types, course progress is calculated as the average of all items set as required for course completion, including attendance, regardless of whether the learner started taking the course without session registration.

If the learner is taking the course without registering in a session or a group of sessions, attendance influences course completion although there are no sessions or groups selected by the learner.

In this case, attendance has 0% in the Progress column and the Not Started status. Taking the course without registration in a session or a session group, the learner won't be able to complete the course without attending the required number of sessions or session groups. Only course or catalog admin will be able to complete the course manually by dragging the Completed toggle to Yes, or if the learner registers in the required number of sessions or session groups.

 

 

For instructor-led training without learning items

In cases where an instructor-led course takes place and there are no learning items included in the course content, course progress and completion depend only on learners' registered attendance for the course sessions (standalone or within groups) and is calculated in the following ways for each enrollment type.

 

 

When attendance isn't required

• For the single- enrollment type.

If a learner's attendance isn't registered (Not Set) for the session or the session group, attendance progress and the course progress are shown as 0%. The course has the Not Started status in this case. Any other registered attendance (Absent, Absent (Informed), 25%, 50%, 75%, or 100%) sets course progress to 100% and sets the course status to Completed.

 

• For the multiple- and all- enrollment types.

If a learner's attendance isn't registered for all sessions or session groups, attendance progress and the course progress is shown as 0%. 

If a learner's attendance is registered in at least one of the standalone sessions or a session within a session group that they're enrolled in as Absent, Absent (Informed), 25%, 50%, 75%, or 100%, it sets course progress to 100% and sets the course status to Completed.

For more information on how the value stated in the Progress column for Attendance is calculated for each type of enrollment, see this article.

 

When attendance is set as required

When attendance is set as required for an instructor-led course that doesn't include any learning items, the course progress of the learner depends on their registered attendance for the sessions.

 

For the Single group or standalone session enrollment type

• When a learner's attendance is not registered (Not Set) for the session, the value in the Progress column for the entire course is 0% and the course status is Not Started.
• When a learner’s registered attendance is equal to or more than the attendance required for course completion, the attendance and course progress will both show 100% in the Progress column.
• When a learner's registered total attendance percentage that is displayed in the Total field on the Attendance panel is less than the attendance percentage required for course completion, the value in the Progress column for the entire course is impacted only by registered attendance and is calculated as follows:

The value in the Total field is divided by the Required percentage value, then multiplied by 100%. The result of this calculation is also displayed in the Progress column for attendance. Attendance for the session group is calculated as the average of all sessions in the group. This number is displayed in the Total and Average attendance fields.

For more information about how the value displayed in the Progress column for attendance is calculated for each enrollment type, see this article.

 

 

 

For the All groups and standalone sessions enrollment type.

• When a learner's attendance isn't registered (Not Set) for all sessions and session groups, the value in the Progress column for the entire course is 0% and the course status is Not Started.

• When a learner's attendance is registered, and the Total attendance progress is greater than or equal to the attendance required to complete the course, the attendance and course progress show 100% in the Progress column. The status of both the course and attendance is Completed.

• When a learner's registered total attendance percentage that is displayed in the Total field on the Attendance panel is less than the attendance percentage required for course completion, the values in the course Progress column for both the course and attendance are the same. The course and attendance statuses are In Progress. In this case, the course/attendance progress is calculated as follows:

The value in the Total field is divided by the Required percentage value, then multiplied by 100%. The result of this calculation is displayed in the Progress column for both the course and attendance.

For more information about how the values displayed in the Total field and the Progress column for attendance is calculated for each enrollment type, see this article.

 

 

 

For the Multiple groups or standalone sessions enrollment type

• When a learner's attendance isn't registered (Not Set) for all sessions (standalone or within groups), the value in the Progress column for the entire course is 0% and the course status is Not Started.

• When learner's registered attendance for the sessions and/or session groups that is specified in the Total field is greater than or equal to the Required value to complete the course, then course and attendance progress show 100% in the Progress column, and the status for both the course and attendance is Completed.

• When a learner's attendance is registered and their Total attendance progress is less than the attendance percentage required for course completion, the values in the Progress column for the course are the same as value for attendance progress. The course/attendance progress calculation in this case depends on the settings for registered attendance:

a) If registered attendance for All enrolled groups or standalone sessions is required, the value in the Total field is divided by the Required percentage value, then multiplied by 100%. The result of this calculation is displayed in the Progress column for both the course and attendance. The status of both the course and attendance is In Progress.

For more information about how the values displayed in the Total field and the Progress column for Attendance are calculated for each enrollment type, navigate to this article.

 

 

b) If a course completion set requires registered attendance for a Defined number of groups or/and standalone sessions, then the course progress calculation depends on the number of sessions and/or session groups the learner is registered in and their registered attendance. To successfully complete the course, the learner must meet all the criteria.

 

 

When the Total registered attendance value for all defined standalone sessions and/or session groups is less than the Required value, course and attendance progress is calculated in the following way:

The value in the Total field is divided by the Required percentage value, then multiplied by 100%. The result of this calculation is displayed in the Progress column for both the course and attendance. The status of both the course and attendance is In Progress.

For more information about how the values displayed in the Total field and the Progress column for Attendance are calculated for each enrollment type, navigate to this article. 

 

 

If attendance is registered only for some but not all defined standalone sessions and/or if at least one of the required session groups has no registered attendance for all the sessions in it, then attendance and course progress show 0% in the Progress column. The status for both the course and attendance is In Progress.

 

 

Learning items progress calculation

Learning module

Learning module progress is calculated as a percentage of the number of passed learning items out of all the learning items in a learning module.

 

 

 

Quiz

Quiz progress is calculated as a percentage of the earned score percentage against the passing score of the quiz.

 

 

Content package

Content package progress is calculated according to the content package settings or as a percentage of passed SCOs (Sharable Content Object) out of all SCOs.

 

External app

External app progress can be 0% when it has the Not Started status or 100% when it has the Completed status.

 

Assessment

Assessment progress is approved by the assigned supervisor or manually set by course or course catalog admins. Progress can be 0% when it has the Not Started status or 100% when it has the Completed status.

 

Attendance

The attendance progress and completion status depend on whether attendance is required for course completion, the learner's progress with attendance, and the enrollment type of the instructor-led training. See this article for more information.

 

Assignment

Assignment progress is calculated as a percentage of the earned score percentage against the percentage required for assignment completion.

 

 

Score calculation for learning items

 

The learning item score calculation depends on the type of the learning item:

• Quiz score is calculated as a percentage of the earned points for the last quiz attempt. Hover over the Score value to see the points scored out of the total available points for the quiz.

 

 

• Content package score is calculated in accordance with the scale set in the content package. For example, if the scale is absent, the score will be 0% for the learner’s last attempt.
• Assignment score is calculated as a percentage of the received grade score with regard to the maximum grade score. Hover over the Score value to see the points scored out of the total available points for the assignment.