BluegemEXPLORE 2013
Contents
1. J software Logging In and Selecting Roles The trial invitation sent to you by email contains a login identity for the roles of Student Trainer Assessor and Administrator Actors in the tutorial may have multiple roles but we will only use them in one role so please make sure you select the right role defined here 1 Click the link in the Trial Invitation email that was sent to you and the BluegemEXPLORE 2013 home page will open in your default browser Accept Trial Terms and Conditions Download Before we move on to the next step please note that by logging into the trial site you indicate that you accept and agree to abide by our Trial Terms and Conditions You can access a copy via the link here or in your trial invitation email Depending on where you are in the tutorial you will be asked to login as one of your three user roles If you are already logged in as a different role you will need to Logout via the link in the top right corner of the page Click the HOME page menu link to return to the login screen 3 Login again and select the role specified in the tutorial Tutorial Steps These are the expected actions we want you to perform You ll find them in a panel like this Tutorial Steps 1 Do something here 2 Do something else here Advanced Login Tips and Tricks This step is optional but it will speed up your evaluation process and is a good tip for the future Here s another advantage of a2. Steps Login as Brad who has a Student role Click each of the menu items in Table 1 and view the related records For Training Records look at both the Courses and the Online tabs Launch an online course by clicking the launch link Click the Results Report to see Brad s results to date Open the Resource Library and see what documents Brad can access optional Attempt to upload a simple document from your desktop Note the issues that Brad has entered in Feedback and Issues optional Attempt to add a new feedback item From here Brad can also search for and enrol into a course or a qualification Let s look at that in more detail when we look at Front End Enrolments 1 2 Sie 4 3 6 Z 8 9 1 Bluegem Software 1991 to 2013 Page 6 of 14 uece m Version 1 0 27 November 2013 software What can you do as a trainer As a Trainer or Assessor you have similar options covered under the Student Role but in addition you can perform these roles under the Trainer Tab There are 2 types of Trainer Assessor supported in BluegemEXPLORE 2014 Contract Trainers are not employees of the organisation and can be external providers with whom your RTO auspices e g TAFE Colleges for providing specialised courses The other type of trainer is a Staff Trainer someone who is normally an employee of your RTO They differ in their level of access A staff trainer generally needs to collaborate with other trainers and it is accept
3. many units can be mapped to one course Skill Set or many courses can be mapped to one unit Elements Course List The Course List displays the Courses in a grid view The grid view is common to many lists in BluegemEXPLORE 2014 so it s worth taking a closer look at their features Bluegem Software 1991 to 2013 Page 11 of 14 h U e0e m Version 1 0 27 November 2013 software 1 The key lists in the system have a SHOW HIDE Columns button This allows you to select the fields or columns you want to see and or export to a report 2 The filters just below the column headers allow you to enter text and choose a filter method e g get all the records that contain a key word or phrase 3 Clicking a column header will usually sort the grid view by that column 4 Grids are paged and you can switch pages using the page navigation controls at the bottom And you can set the page size number of visible records per page 5 Grids have an Add Record button to insert new records a pencil icon to EDIT an existing record an X icon to delete records if visible If not visible the record has dependencies that must be deleted first Grid views may also have select checkboxes to allow you to perform some action on the rows you ve selected 6 Other grid view controls might include folder icons to access related documents in the library magnifying glass icon or view links to display further details Tutorial Steps Cl
4. were selected or created for each Stage Schedule Refer to the User manual How to Set up a Qualification to learn more about Stages Click the Add Course Enrolment button to display the Course Enrolment wizard Note that it contains a Course tab and a Stage tab Use the Course tab to enrol students into a single course Use the Stage tab to enrol students into a stage that contains multiple courses Click the Stage tab and note that the courses are grouped by their parent stage NEW What s the difference between a Qualification and a Course enrolment A Qualification Enrolment enables you as the Admin or the student themselves to nominate the Electives and decide whether to do a Full or Partial qualification Version 1 0 27 November 2013 In Summary In Part A we have NO oF Rh WN gt 8 Accessed many of the new features available in BluegemEXPLORE 2014 Introduced the new login and multi role concept Covered changes and improvements in the Student and Trainer portals Introduced the new Admin Dashboard Introduced Formal Training Plans Described the BluegemEXPLORE 2014implementation of the new Program and Subject model Introduced the new Qualification Enrolment feature Provided general information about our grid views In Part B we ll continue with more information about the Admin Console In Part C we ll discuss the Road Map for 2014 and combine webinars to look at areas of special interest Bluegem Softwa
5. Template Editor access the template samples in the content frame and use Preview mode Bluegem Software 1991 to 2013 Page 10 of 14 b uece m Version 1 0 27 November 2013 sofware Courses Courses are part of the Program tree in BluegemEXPLORE 2014 The Program tree defines the relationship between Qualifications Stages Courses Units Modules Assessments Stage Schedules and Course Schedules The intention is to offer programming flexibility while retaining simplicity and ease of use STAGE GCUANFICATION Sc CTA S STAGE SCHEDULES SAGE COURSE A Skis COURSE COURSE MODULE A SGAEDULES CONNESSE J COURE COURSE MODULE B SCHEDULES COURSE 5 Figure 6 BluegemEXPLORE 2014Program Framework Key Points e Programs consist of Qualifications Skill Sets or Courses Subjects consist of Units and Modules Stages and Courses can be scheduled any number of times e Stages Schedules contain one or more Course Schedules for each course included in the stage e Courses Course Schedules Modules and Student Enrolments can all contain Assessments e Course Schedules can be broken down into Resource Activities e Qualifications Programs and Units Subjects are compliance reportable in AVETMISS e Imported Units automatically create and map to a Course for enrolment and scheduling e Although the most common relationship between courses and units is one to one they can be more complex if required e g
6. able to allow them to see details of courses run by other trainers Contract trainers can access details that are directly relevant to only their own courses SPECIAL OFFER Note Trainer Portal and DIY Report Designer are generally sold as separate Add on modules but contact our sales and support team to learn more about this new and exciting offer for existing clients of BluegemEXPLORE 2012 Standard and Premium Editions Table 2 Trainer portal SMS Trainer Portal Features M Trainers Schedules Ean Schedules This gives trainers access to course schedules to assist with planning communications and access to enrolled students A trainer can print Hou ification Registry Course Enrolment Sheets to mark attendance Trainers can also mark Esk results by course schedule note Schedule Name must be visible Fd trainees Qualification Registry In accordance with SNR Guidelines the RTO must maintain a register of Trainer Assessor capabilities backed up by evidence of teaching and vocational qualifications and experience There must also be evidence of a continuous improvement plan This is the trainer s access to that register Tasks This is the trainer s view of the Resource Plan From here they can access book annual leave or periods of non availability and view their own activities Trainees This view is only available to the Staff Trainer who can view non private data and work folders related to student in training F
7. dules Click the Course gt Course Schedule tab to display the Course Schedule list For the tutorial we added 2 Activity Templates to allocate resources and used recurrence scheduling to quickly schedule all our Sample courses and resource activities for the year We then broke the qualification down to stages Bluegem Software 1991 to 2013 Page 12 of 14 We oe ITI Version 1 0 27 November 2013 and created 3 monthly rolling intakes for each stage or semester of the Qualification It took seconds to Schedule a BSB20112 qualification with 15 units broken into 3 Stages for the whole year Recurrence might not give you exactly the schedule start dates you want but it s easy to go back over the year and tweak the dates to your requirements NEW As shown in the Program Tree Figure 6 the Qualification can be split into as many Stages as you need Stages allows you to handle resources and enrolments for the current period while being able to set placeholders for futures stages that you may not yet know how you want to resource them and may not yet be ready to accept enrolments that far ahead Click the Qualification Stage button to open the stages for the BSB20112 Qualification Note that you can see which units have been added to each stage by clicking the pencil icon to display the Stage Wizard You can use the left chevron to drill down and see the Stage Schedules for each stage and you can drill down further to see the course schedules that
8. ents h ue Student can view details of any previous or current enrolments Enterprise Personal Details E The student can view own details and make limited changes mange Farraord Training Records te Gomen Student can view planned and achieved training results This section is o Briso betat also used to launch any eLearning content or Assessments piis Ser Useful Resources dial oe Every user in the TMS has restricted access to the Library for any sort of S be pEr ositsak aret basan electronic documents Each student has a folder in the library and can 1 Ere eden am upload or access documents in it Feedback and Issues The RTO is required to demonstrate that it has a complaints and appeals system in place This is the way students lodge issues feedback and complaints Formal Training Plans NEW Students who are in a Traineeship or Apprenticeship programs are required to have a formal Training Plan This link gives students access to view their training plans For the purpose of the tutorial we want to know how students interact with the Student Management System and how they view information managed by Trainers Assessors Employers and Administrators So anytime you want to see the effect of the changes made as an administrator you can check it in the student role Remember you must always log out of a previous role before logging in as a new role Unless you are using multiple and different web browsers as described earlier Tutorial
9. h uece m Version 1 0 27 November 2013 Jsottware BluegemEXPLORE 2013 Getting Started Tutorial PART A Introductions This document provides steps to evaluate BluegemEXPLORE 2014 The next part PART B continues with and concludes the Admin console The Getting Started Tutorial is the easiest and simplest way to become familiar with BluegemEXPLORE 2014 We recommend you follow the steps from beginning to end before attempting to evaluate the product with your own programs and business processes Browser Tabs and Windows are two of the many advantages of a web based solution If at any stage you need to work on two or more views at the same time you can simply right click any link or menu item and choose open in new tab How to use this tutorial The tutorial is intended to give you a period of one week or more to familiarise yourself with BluegemEXPLORE E before we migrate you production data Any data you enter in this period will be overwritten by your migrated data later so feel free to jump in and try The tutorial refers to preloaded sample data and starts with a whirlwind tour of each of the major everyday processes that you would need to perform in each of the key roles Student Trainer Assessor and Administrator Note that there are other roles including Company Manager Delegate Manager and Partner And anyone in an Administrator role can be assigned different levels of access by the Super Admin These specifics are
10. ick the magnifying glass icon to see the Assessments added to a course These would have been entered as BASE assessments which can be added to any course Close the pop up window and click the VIEW link to view or set expiry dates for a course Click the pencil edit icon for any of the courses in the Course List to view the course Create Edit wizard Click on each tab in the wizard to learn the parameters and settings for a course These also set default values for any scheduled created from that course Click the Add Schedule button and not how little work is required to create a class Schedule i e all parameters can be defaulted The Compliance tab is used to set AVETMISS reportable parameters at course level Access the user manual to learn more about creating and managing courses and course schedules Modules Click the Modules button to view a list of sample modules Units of Competency Click the Units link to see a list of Imported or Created units of competency Drill down on units to see how they are mapped to a course of the same name The sample data base doesn t include it but you could also have Course to multiple unit mapping or Unit to multiple course mapping For units imported via our proprietary TGA web service a course of the same name will be automatically generated and mapped for you So in theory you should only ever need to create and map courses to units for any units that you create manually Course Sche
11. in the product User Manual but not addressed in this tutorial How to access the User Manuals The User Manuals can be accessed in the library of your trial system Login as the administrator using the Gina Preston account and navigate to Library gt Click the Files tab gt scroll down to the Documents folder and open it The main User Manuals are the Full Qualification and Standalone Quick Reference guides Full Qualification is more appropriate to this tutorial but in production use the manual that best describes the program s you re delivering The Whirlwind Tour The whirlwind tour takes you on a helicopter ride over the product in View Only mode It uses ready made sample data and pre set scenarios That way you can view and evaluate operations without the distractions of having to set up create and modify records At the end you can use the User Manuals to drill down deeper and to create or modify new records Deleting Records There s usually no real need to delete anything but if you make a mistake and want to delete a record you can usually click the X icon If you had created dependencies the X icon would not be visible so you would have to delete the dependencies before being able to delete the parent record This was done deliberately to maintain data integrity and avoid the many problems associated with orphaned records Bluegem Software 1991 to 2013 Page 1 of 14 Version 1 0 27 November 2013
12. nt Setting Fe course Properties Settings Set up generic course defaults Ee custom Fields Set up Assessments poata Importer Setting Fey emai Setting Fe import Training Scope Fe Marketing Setting Course Properties Settings Regions Locations Categories Delivery modes Activity Templates Discounts Fe Member Access Custom Fields Spare database fields you can customise ay template Editor Import Training Scope Get RTO Scope from our TGA web service WA Training Methods Marketing Settings Campaign tracking and Front end slide show Fe Payment setting Data Importer Setting HR and Student Import defaults Fe training organisation Details Member Access Set student and employer permissions Resources Settin 5 ips E i Email Settings Workflow and notification emails Fe scheduling Setting Training Methods Set methods for Formal Training Plans Training Organisation Details Your RTO Details for AVETMISS These items are either related to add on modules or are not yet available in the trial mode Tutorial Steps Follow each menu setting in turn and note the parameters that can be set up in each Use the Content Settings to try out content and branding changes In the Email Settings change the email addresses to your own to receive TMS notifications In the Import Training Scope click through the steps to find Qualifications and Units These will become Programs and Subjects from Jan 1 2014 In the
13. re 1991 to 2013 Page 14 of 14
14. rminology the package rules offer 9 Elective Groups As long as the Work Outcome criteria can be met the student must participate in any 11 electives in the list selected from the 9 Groups Strictly speaking there is no need to Group these electives since there are no Package rules associated with groups But in order to present the electives with the intended spirit we have created an Elective Group for each of those listed i e Customer Service Industry Context Information Management etc Details here Bluegem Software 1991 to 2013 Page 3 of 14 e __ h uecem Version 1 0 27 November 2013 A software Sample Assessments We re going to add 2 Assessments for each unit Training gov au provides guidance on how to assess students for each competency For the tutorial we ve added one general On the Job assessment related to the competency and a Credit Transfer assessment The Credit Transfer assessment should be removed from the student results if it doesn t apply Sample Activities We ve used the Activity Template to automatically create and assign a Training and Assessment activity for each course scheduled Caroline Trainer has been assigned to most of the activities and Bruno Cozzi to a few All activities take place in the Business Training Centre RM1 HLTAIDO06 Provide advanced first aid Release 3 The short course Advanced first Aid BFF8090L Basic Fire Fighting Non Accredited eLearning This is a SCORM con
15. rom this view the Staff Trainer can also select and email selected students The trainer can drill down to view Course and Unit enrolments Trainers can mark students from this view Bluegem Software 1991 to 2013 Page 7 of 14 Version 1 0 27 November 2013 Tutorial Steps For the purpose of the tutorial we want to know how Trainers Assessors interact with the Student Management System and how they view information created and managed by Students and Administrators Tutorial Steps Login as Caroline and choose her Trainer role Click each of the menu items in Table 2 and view the related records For Schedules click the Show Hide Columns button and tick Schedule Name Schedule Name provides a link to mark a complete class Try it We ve assigned Caroline to train and assess both sample courses Click the Qualification Registry and have a look a Caroline s capabilities Click the Tasks link to view calendar items in Timeline Month Week or Day View CON OU BR WYN gt Double click an activity to display the event details You can drill down on a task to mark the students in a schedule You can drill down on a Trainee and mark that trainees results You can drill down on a Schedule to mark an entire class AS a Contract Trainer you can see only your own schedules AS a Staff Trainer you can also see your colleagues schedules Refer to the user manuals to find out how to Mark a class or an individual student Bl
16. tent eLearning course with 2 Online Assessments an auto marked assessment and a free text online assessment Assessor marked It uses LMS Lite which is included in our base product The Full SCORM LMS is a separate add on module Bluegem Software 1991 to 2013 Page 4 of 14 h U eoe m Version 1 0 27 November 2013 software Introducing the cast Student Role Staff Trainer Role Admin Role Figure 1 Brad Pendle Student Figure 3 Caroline Trainer Figure 4 Gina Preston Create course schedules Manage Library Manage Students Manage Companies Groups Manage Resources Mark Course Issue Certificates Run Report Enrol students Compliance Reporting Import Training Scope Export Data Mark Results View Training Calendar View Schedules View Students View Staff Capabilities Trainer Resources Assess Assignments Ry A ey ye MH Fi eG Gg a a a a Figure 2 Mary Poppins Student v v v v v v Bluegem Software 1991 to 2013 Page 5 of 14 Enrol in courses Access Resource Library View Training Records Launch eLearning Course Access Formal Training Plans Send Feedback h U e0e m Version 1 0 27 November 2013 software What can you do as a student The list of student options available in the Student Portal are defined on the menu shown below Some are obvious and need little explanation We ll focus on those related to the tutorial Table 1 Student Portal SMS Student Portal Features Enrolm
17. uegem Software 1991 to 2013 Page 8 of 14 bl U ede m Version 1 0 27 November 2013 software What can you do as an Administrator As an administrator you can access and utilise all the available services in BluegemEXPLORE 2014 We ll start by taking a whirlwind tour of the Admin portal Login as Gina Preston and select the Administrator role The Admin Dashboard NEW By default the Home page will open displaying the Admin Dashboard From the dashboard you can quickly access links for typical and frequent daily operations The links are self explanatory Refer to the User Manual if unsure what a link means or just click it and see where it goes To return to the dashboard at any time just click the HOME button in the top menu Certificates Manage Templates kue Qualifications or SOA Issue Non AOTF Certificates Figure 5 Admin Dashboard Bluegem Software 1991 to 2013 Page 9 of 14 h U e0e m Version 1 0 27 November 2013 software Settings This is usually the set and forget area of BluegemEXPLORE 2014 though you will likely have to return here from time to time The table below is a quick description of the Setting items Menu Screenshot Description Admin Access Set admin permission levels Settings Courses Members i i A o a Compliance Settings Site wide compliance reporting options Admin Access Content Settings Manage web page content Ee com pliance Settings Ej Conte
18. web based solution Multiple browser support Let s say you want to be able to quickly and easily flip between roles without having to repeatedly login and out You could use a different browser for each role This is also a good way to evaluate cross browser compatibility making sure that your clients can access the site with the browser of their choice NOTE this only works if you are using different browsers There are very good security reasons why you would not be able to do this using different tabs or windows of the same browser For example it will work if you use Internet Explorer for your Student Role Google Chrome for your Trainer Role and Firefox for your Admin Role It will not work if you use a tab or new window in Internet Explorer for each role 1 If you haven t already done so download and install Internet Explorer Google Chrome and Firefox 2 Assign one browser to each of the 3 roles and login as that role 3 Now when you make changes in one role you should be able to see the impact in the other roles simply by switching to the other browsers NOTE You may be prompted to download and install Microsoft Silverlight and Adobe Flash plug ins for your browser Just follow the prompts These are perfectly safe and will not harm your computer Bluegem Software 1991 to 2013 Page 2 of 14 Lb uece m Version 1 0 27 November 2013 O software Tutorial Scenarios Students There are 2 students Brad Pendle and Mar
19. y Poppins Brad is enrolled into a full Business Qualification and Mary into a short First Aid Course The tutorial follows the trail of training records for both students and points out the differences between the Short Course and Qualification paths Trainers and Administrators We ve assigned a Trainer Assessor Caroline Trainer and an RTO Administrator Gina Preston For demonstration purposes these actors have multiple roles but we ll use them only in these roles Login Accounts Role Name Login username Password Administrator Gina Preston ginap P ssword2505 Trainer Caroline Trainer carolinet P ssword2505 Student 1 Brad Pendle bradp P ssword2505 Student 2 Mary Poppins maryp P ssword2505 Sample Courses The trial involves a nationally accredited course BSB20112 an eLearning Basic Fire Fighting course BFF8090L and a short Advanced First Aid course HLTAIDOO6 as follows In practice you might also create skill sets in BluegemEXPLORE but these are not covered in the tutorial BSB20112 Certificate Il in Business Release 1 Code Name BSBIND201A Work effectively in a business environment Elective BSBINN201A Contribute to workplace innovation Elective BSBSMB201A Identify suitability for micro business Elective BSBWOR202A Organise and complete daily work activities Elective FNSACC301A Process financial transactions and extract interim reports Elective Interpreting the BSB20112 Package Rules In BluegemEXPLORE te
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