Program workflow allows you to create and manage multi-part Learning Programs that include a predefined sequence of Courses and Assessments across several skill levels. This also allows developers to see a visual representation of the entire learning program, and track their progress.
Now, let's create a program workflow
Note: At this stage, Program Workflow doesn't support courses and assessments with LMS integration enabled
Step 1
Navigate to Guided Learning from the top menu then click 'Program Management'
Step 2
Click 'Add Program' button
You will be prompted to confirm the following:
- Are you using assessments? - If this option is disabled then you can create a program that includes only courses.
- Allow developers to skip the course by completing the assessment early? - If enabled, developers can move on directly to the next level once they successfully complete the assessment without having to complete the course.
- Number of levels - Choose from a set of pre-defined levels, from 1 to 5. You can always add or remove levels later.
- Number of courses per level - Choose the number of courses and assessments you would like to include in each level. If the "Allow developers to skip the course by completing the assessment early?" is enabled, this will add one assessment per course
Click Create Program to proceed.
Step 3
To switch off Program emails switch off the "Send emails to learned (upon invitation and for next step guidance)" option
Step 4
You can now start building your program by adding courses and assessments to each level. Please note that Courses and Assessments have to be created in advance.
You can modify the structure of each level in a program independently of the other levels to create a program that is tailored to the needs of your developers. For example, Level 1 can contain only courses, while Level 2 can contain courses and assessments.
Scenario # 1 - Create Courses Only Program
Users can progress to the next level after completing all the courses at the current level.
Courses only Program:
Scenario # 2 - "Allow developers to skip the course by completing the assessment early" option is disabled
Users will complete the course first and then be able to choose an assessment from a list. Click the 'Select' buttons to select the course and the assessment(s) you want users to complete. You can select multiple assessments for each assessment stage, allowing the developer the freedom to pick the one most applicable to their chosen language.
Note: Upon completing a course that includes an end-of-course assessment, users won’t be prompted to start the assessment, instead, they will see a “Continue with Program” button which takes them back to the Program’s page
The number of courses/assessments per level is set to 2
Scenario #3 - "Allow developers to skip the course by completing the assessment early" option is enabled.
Users can skip the course and go straight to the next level once they successfully complete an assessment.
If they fail to meet the passing score of the first assessment stage, they will then go through the alternate path which is:
- Complete the course first
- Then complete their second assessment
- Assessments have to be different. We recommend cloning the first group of assessments as a way to create the second.
- Assessments should have a passing score. If the assessments in the first stage don't have a passing score, the first level will be marked as complete as soon as the user completes the assessment regardless of their score.
- Configure the assessments for the first part of the level to allow a limited number of attempts. If the user fails to pass their chosen assessment after the number of retries you deem appropriate, they will be directed to take the course instead. After completing the course, they can take an assessment from the second assessment stage.
The number of courses/assessments per level is set to 2
You can make the pre-assessment optional by toggling this option for each level
Note: Where multiple assessments are added, you can also define the maximum number of assessments the user is allowed to try, preventing them from trying multiple language options if you so choose.
Step 5
Let's add more levels to your program. For each level, you will need to select the course and assessment(s) you want users to complete. The steps are the same for each level.
Note: Developers who complete Level 1 will be granted access to Level 2 automatically
Click the "Add Level" button to add more levels to your program.
When you are ready, click the "Publish program" button to publish the program.
Once a program is published, it's not possible to delete levels
Manage Participants
Now that you have published the program, it's time to invite developers. You can leverage the automatic assignment feature to invite:
- All company members - all current and future members
- Selected teams - all current and future members of these teams
- Selected tags - all current and future members/users
You can also invite individuals if auto-assignment isn't your preferred option.
Step 1
Navigate to Programs from the top menu then click Program Management.
Step 2
Find the program you would like to invite developers to and click the Manage Participants button.
Step 3
Now, let's invite participants to the program.
TIP: If you want to invite users with "invited" status to courses and programs, please enable the "Assign activities to invited users" setting in Administration --> Preferences.
Option 1: Click the 'Automatic assignments' button to auto-assign this program to the entire company, selected teams, or selected tags
Option 2: Click the Assign Participants tab to assign individuals to the program
Step 4
Users will receive an invitation to start the program
Change the starting point/level
By default, all participants are assigned to Program - Level 1. You can reassign participants to other levels if you want them to start a program from a specific level.
Step 1
Navigate to Guided Learning from the top menu and click Program Management
Step 2
Find the program you would like to invite developers to and click the Manage Participants button.
Step 3
Select the developer(s), and then click the Choose starting point button
Step 4
Select the starting level
Step 5
Click the Choose starting point button.
Validation Errors
Real-time validation helps catch errors as you create or edit programs.
1. View Mode
The content that has a validation message will be highlighted in red. To view the details of the validation error click the "Info" button
2. Edit Mode
The content that has a validation message will be highlighted in red. To view the details of the validation error, click the "Show validation error(s)" button.
Validation Types:
- Invalid Scheduling
- Invalid Scheduling - Inconsistency in assessment group end dates
- End-of-Course Assessment(s) Missing
- Course Includes end-of-course assessment(s)
- Course in Preview
- Latest version missing
- Previous version missing
Invalid Scheduling
This validation error is triggered when the start date of the pre-assessment is after the due date of the course.
To resolve this issue, adjust the dates so they are in the correct order, you can either:
- Update the start date of the pre-assessment so it's before the due date of the course.
- Or, update the due date of the course so it's after the start date of the pre-assessment.
Invalid Scheduling - Inconsistency in assessment group end dates
This validation error is triggered when you add an assessment group but some assessments within this group have different finishing times.
To resolve this issue, adjust the ending dates of the assessments in the group so they all share the same end date.
End-of-course assessment(s) missing
This validation error is triggered when a course includes multiple end-of-course assessments but not all of them are included in the assessment group in the selected stage.
To resolve this issue, Make sure you add all missing end-of-course assessments to the assessment group in the selected stage
Course Includes end-of-course assessment(s)
This validation error is triggered when there is no assessment stage after the course in the program but the course includes end-of-course assessments.
To resolve this issue,
- Select a course that doesn't include end-of-course assessment(s)
- Or, Remove the assessments from the course
- Or, Enable assessments for the selected level
Course in Preview
This validation error is triggered when the program includes a course that's in "Preview" Status
To resolve this issue, publish the course or select a published course instead.
Latest version missing
This validation error is triggered when the program includes a 'superseded' assessment.
For more details about superseded assessments, read What Does the 'SUPERSEDED" Status Mean for Assessments?
To resolve this issue, edit your program to include the new assessment version.
Previous version missing
This validation error is triggered when you add an updated version of an assessment to the program and some users have already completed the previous superseded version. Including the previous version ensures users won't need to re-do the updated version of the assessment.
To resolve this issue, edit your program to include the previous assessment version(s) to the selected stage.
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