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BEN Reports Definitions - Learning Management

These reports present trainee and course information that was extracted from the Learning Management system (Knowledge Link) last night. Anyone who wishes to access one or more of the Learning Management Reports must submit a BEN Reports Access Request Form. Once granted access, you can retrieve information on all of the trainees and courses.

If you notice any problems with the data in any of these reports, please send e-mail to KL_help@lists.upenn.edu.

Click on a link below to see the documentation for a particular report, or scroll down to see the documentation for all of the Learning Management reports.

Current Required Course Status, by Supervisor
Current Status of Required and Optional Courses, for the Org./Business Unit
Current Required Course Status, by Trainee
Current Required Course Status, by Course
Class Roster--Required and Optional Courses
Count by Course--Required and Optional Courses


Current Required Course Status, by Supervisor

Overview

This report provides information only on the courses that are currently required for the trainees whose supervisor’s e-mail address is the one specified. Only trainees who have completed the Profiler survey and who are currently active members of the Penn Community are included in this report. If a particular trainee has completed a given course and is not overdue to re-take it, this report includes the latest completion information; otherwise, it includes the trainee’s latest registration information (if any) for the course. This report lists all of the trainees’ currently required courses, regardless of whether the trainees have registered for those courses.

Note:

  • The Profiler survey requires a trainee to provide the e-mail address of his or her supervisor. The e-mail address of a particular trainee’s supervisor is the one that was provided by that trainee the last time he or she took the Profiler survey. For example, say John Doe took the Profiler survey twice, specifying janeboss@seas.upenn.edu as his supervisor’s e-mail address the first time, and ivysuper@sas.upenn.edu the second time. John Doe’s supervisor’s e-mail address is ivysuper@sas.upenn.edu. This report will include information on all of John Doe’s currently required courses if you specify ivysuper@sas.upenn.edu as the supervisor’s e-mail address. If you specify janeboss@seas.upenn.edu as the supervisor’s e-mail address, this report will not include any information about John Doe.
  • If, in the past, a particular trainee was required to take a given course, but he or she is not currently required to take it, this report does not list that course for the trainee.
  • The trainee is compliant with regard to a course if Completed is "Y" and Overdue is "N".

This report displays the specified supervisor’s e-mail address, followed by the list of trainees whose supervisor’s e-mail address matches the one specified. The list includes each trainee’s name, Penn ID, e-mail address, and org. For each trainee, the list also includes the title and master ID for every course that the trainee is currently required to take, as well as information on the trainee’s status with regard to each of those courses. Status information includes registration information, completion information, and overdue status. If a trainee is overdue to take a particular course, the row for that trainee and course will display the trainee’s name in red. (Note: if the trainee has never completed the course, the trainee's name is not necessarily shown in red. When scanning the report for trainees that are out of compliance, look not only for rows where the name is shown in red, but also for rows where Completed is "N".) The trainee list is sorted by the trainee’s name, the trainee’s Penn ID, the course’s title, and the course’s master ID. (Note: if two trainees have the same first and last names, and one trainee has a middle initial while the other does not, the trainee with no middle initial will be listed after the trainee that does have a middle initial.)

You can download the trainee list to Excel. The Excel file will include everything except the supervisor’s e-mail address.

If you notice any problems with the data in this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

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  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
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    • from the trainee list screen to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
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Parameter

Supervisor Email: For a trainee to be included in this report, his or her supervisor’s email address must be the one that you specify. Enter the fully qualified e-mail address. The parameter is not case sensitive. For example, the report will return the same results whether you enter “ivysuper@sas.upenn.edu” or “IVYSUPER@SAS.UPENN.EDU” or “IvySuper@sas.upenn.edu” (without quotes).

  • Regardless of the specified supervisor’s e-mail address, a particular trainee will not be included in this report if he or she currently is not an active member of the Penn Community.
  • Say that you know that Jane Smith is an active member of the Penn Community, and that ivysuper@sas.upenn.edu is the correct e-mail address for her current supervisor. You run this report, specifying ivysuper@sas.upenn.edu as the supervisor’s e-mail address, but the report does not include any information on Jane Smith. The reason could be one of the following:
    • Jane Smith never took the Profiler survey, so she has no supervisor’s e-mail address on record.
    • When Jane Smith last took the Profiler survey, she had a different supervisor, so her supervisor’s e-mail address on record is not ivysuper@sas.upenn.edu.
    • When Jane Smith last took the Profiler survey, she made a typographical error when attempting to enter ivysuper@sas.upenn.edu as her supervisor’s e-mail address.
    • When Jane Smith last took the Profiler survey, she did not provide a fully qualified e-mail address as her supervisor’s e-mail address—she entered ivysuper@sas instead of ivysuper@sas.upenn.edu.

Trainee List: Field Definitions

Last Name, First Name, Middle Initial, and Penn ID: The name and Penn ID of the trainee. The Penn ID uniquely identifies the trainee within the Penn Community.

Course Title: If the trainee has not registered for the course, this is the latest title of the course. If the trainee has registered for the course, this is the title of the course iteration for which the trainee registered.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Registration Status and Registration Status Date: If the trainee has completed the course and is not overdue to re-take it, Registration Status and Registration Status Date reflect the registration information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, Registration Status and Registration Status Date reflect the information for the course iteration for which the trainee has registered most recently.

Course Completed and Date Last Completed: If the trainee has completed the course and is not overdue to re-take it, these columns reflect the completion information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, these columns reflect the information for the course iteration for which the trainee has registered most recently. The trainee is compliant if Course Completed is "Y" and Overdue is "N".

Next Due Date: If the trainee has completed the course at least once, and is required to take it on a recurring basis, Next Due Date indicates when the trainee is due to re-take the course. If the trainee has never completed the course, and an initial due date was specified in the required course assignment, Next Due Date indicates when the trainee is due to complete the course for the first time. Next Due Date is blank if the trainee has never completed the course and no initial due date was specified, or if the trainee has completed the course and is required to take it only once.

Overdue: A particular trainee is flagged as overdue to take a particular course if Knowledge Link lists the trainee as Past Due for the course. Overdue is "Y" if the course is required and today's date is past the Next Due Date. (Note: Overdue is "N" if the trainee has never completed the course and no initial due date was specified.) The trainee is compliant if Course Completed is "Y" and Overdue is "N".

E-mail Address: The trainee’s electronic mail address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Trainee Org.: If the trainee is a University employee or student, this is the Business Unit ID for the trainee’s primary org. or department. For a UPHS trainee, this is the trainee’s primary Business Unit. (The primary Business Unit for a University employee or student is a Business Unit that was created only for that person; the parent of that Business Unit is what is displayed as the Trainee Org.)


Current Status of Required and Optional Courses, for the Org./Business Unit

Overview

This report provides information on the courses that the specified trainees are currently required to take, as well as information on optional courses for which the trainees have registered. Information is included only for trainees who both are currently active members of the Penn Community and currently have an active assignment to a Business Unit that falls under the specified Org./Business Unit. If a specified trainee has completed a given course and is not overdue to re-take it, this report includes the latest completion information; otherwise, it includes the trainee’s latest registration information (if any) for the course. This report lists all of the trainee’s currently required courses, regardless of whether the trainee has registered for those courses. Courses that are optional for the trainee are listed only if the trainee has registered for them. (Note: if a course was required for the trainee in the past, but it is not currently required, it is included in this report if the trainee has registered for it.)

This report displays the specified parameter values, followed by information sorted by the trainee’s name and Penn ID, the Course Title, and the Course Master ID. (Note: if two trainees have the same first and last names, and one trainee has a middle initial while the other does not, the trainee with no middle initial will be listed after the trainee that does have a middle initial.) In addition to the sort fields, this report includes the trainee’s org., the e-mail addresses for the trainee and his or her supervisor, and information on the trainee’s status with regard to the course. Status information includes an indicator of whether the trainee is currently required to take the course, registration information, completion information, and overdue status. (Note: if the course is currently required, the trainee is compliant if Completed is "Y" and Overdue is "N".) You can download this report to Excel. (The Excel file will include everything except the information on the specified parameter values.)

If you notice any problems with the data in this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

If your browser’s Back button does not appear when you are viewing this report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
  • You can use your browser’s Back button to move
    • from the report screen to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
    • from the Learning Management Reports menu to the BEN Reports main menu

Parameters

You must supply a value for the Org./Business Unit parameter. If you do not do so, this report will return no results. You may supply values for the other parameters, or leave them blank.

For a record to be included in this report, it must match all of the parameters that you specify. That is, the trainee must fall under the specified Org./Business Unit, and the course must be one of the specified courses (if any), and the course’s required status must be the one specified (if any), and the course’s overdue status must be the one specified (if any).

If you know the value you wish to specify for a parameter, you may enter it in the parameter box. Otherwise, click on the icon to the right of the parameter box to activate a pop-up list of values for that parameter. A small window will appear, displaying 10 values at a time. Click on a value in the list to select it. If the value that you wish to specify is not among the first 10 values, you may either scroll through the list (using the Next button), or use the search feature at the top of the window. Searches are not case sensitive. For example, say you are using the list of values for the Course Title or Course Master ID parameter. Its values are formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”. If you search on “hazard%” (without the quotes), you will get a list of courses whose titles begin with “Hazard” or “hazard” or “HAZARD”. If you search on “%laws)” (without the quotes), you will get a list of courses whose master IDs end with “laws” in upper, lower, or mixed case. (In this example, the closing parenthesis in “%laws)” is included because all values in this list of values end with a closing parenthesis.) If you search on “%hipaa%” (without quotes, but with both of the % wildcards), you will get a list of courses that have “HIPAA” anywhere in their title or master ID.

The parameters for this report are:

Org./Business Unit: Enter the Business Unit ID (such as “UP.EHRS”—without the quotes—for the Environmental Health and Radiation Safety Parent), or select the desired Business Unit from the list of values. You must supply a value for this parameter. If you do not do so, this report will return no results.

  • A Business Unit is a group of trainees to whom a course can be assigned.
  • This report will include all trainees that currently are active members of the Penn Community and fall under the specified Org./Business Unit. Trainees fall under the specified Org./Business Unit if they currently have an active assignment to that Business Unit or to a Business Unit that is below it in the hierarchy. For example, if you specify “UP.EHRS”, this report will include not only the trainees that currently have an active assignment to the Environmental Health and Radiation Safety Parent, but also those that currently have an active assignment to Radiation Safety, Environmental Health and Safety, etc.
  • Note: the list of values includes only the Business Units that are equivalent to a University org. or to a UPHS department. However, Business Units have been set up so that a course can be assigned to an individual University employee or student. If you want to get information for just one trainee, you must enter the Business Unit for the trainee by hand. The Business Unit ID for an individual trainee is “UP.” followed by the trainee’s Penn ID; if the trainee is a student, “.STU” is appended. (For example, UP.12345678 is what an employee’s Business Unit looks like, and UP.23456789.STU is what a student’s Business Unit looks like.)

Course Title or Course Master ID: You may specify up to three individual courses and/or groups of courses. Records will be selected for this report based (in part) on whether the value you specify can be found in the combination of the course’s title and master ID when it is formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”.

  • To specify a particular course, select it from the list of values, which will return the Course Title and the Course Master ID.
  • To specify a group of courses, determine what their titles or master IDs have in common, and enter that value in the parameter box (not the search box for the list of values). This parameter is not case sensitive, and the value you enter does not need to include % wildcards. For example, if you enter “hipaa” in the parameter box (without quotes), this report will include all of the trainees’ courses that have “HIPAA” (in upper, lower, or mixed case) anywhere in their title or master ID.
  • This parameter is used to select records based on the latest title of the course. This report displays the latest title of the course if the trainee has not registered for it; otherwise, this report displays the title of the course iteration for which the trainee has registered.

Course required status: To have this report include both required and optional courses, leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Y” (for required courses) or “N” (for optional courses). (This parameter is case sensitive. Values should be entered without quotes.)

  • The course required status is the current status for the trainee and the course. If a particular trainee was required to take a particular course last year, but the requirement has been revoked, that course is now optional for that student.

Course overdue status: To have this report include all of the trainees’ courses (regardless of whether the trainees are overdue to take them), leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Y” (for required courses that are overdue) or “N” (for optional courses as well as required courses that are not overdue). (This parameter is case sensitive. Values should be entered without quotes.) A particular trainee is flagged as overdue to take a particular course if Knowledge Link lists the trainee as Past Due for the course. Overdue is "Y" if the course is required and today's date is past the Next Due Date. (Note: Overdue is "N" if the trainee has never completed the required course and no initial due date was specified.)

Report Field Definitions

Last Name, First Name, Middle Initial, and Penn ID: The name and Penn ID of the trainee. The Penn ID uniquely identifies the trainee within the Penn Community.

Course Title: If the trainee has not registered for the course, this is the latest title of the course. If the trainee has registered for the course, this is the title of the course iteration for which the trainee registered.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Required: A code indicating whether the trainee is currently required to take the course (“Y”) or not (“N”).

Registration Status and Registration Status Date: If the trainee has completed the course and is not overdue to re-take it, Registration Status and Registration Status Date reflect the registration information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, Registration Status and Registration Status Date reflect the information for the course iteration for which the trainee has registered most recently.

Course Completed and Date Last Completed: If the trainee has completed the course and is not overdue to re-take it, these columns reflect the completion information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, these columns reflect the information for the course iteration for which the trainee has registered most recently. The trainee is compliant if Course Completed is "Y" and Overdue is "N".

Next Due Date: If the trainee has completed the course at least once, and is required to take it on a recurring basis, Next Due Date indicates when the trainee is due to re-take the course. If the trainee has never completed the course, and an initial due date was specified in the required course assignment, Next Due Date indicates when the trainee is due to complete the course for the first time. Next Due Date is blank if the trainee has never completed the course and no initial due date was specified, or if the trainee has completed the course and is required to take it only once.

Overdue: A particular trainee is flagged as overdue to take a particular course if Knowledge Link lists the trainee as Past Due for the course. Overdue is "Y" if the course is required and today's date is past the Next Due Date. (Note: Overdue is "N" if the trainee has never completed the course and no initial due date was specified.) The trainee is compliant if Course Completed is "Y" and Overdue is "N".

E-mail Address: The trainee’s electronic mail address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Trainee Org.: If the trainee is a University employee or student, this is the Business Unit ID for the trainee’s home org. or primary department. For a UPHS trainee, this is the trainee’s primary Business Unit.

  • The primary Business Unit for a University employee or student is a Business Unit that was created only for that person; the parent of that Business Unit is what is displayed as the Trainee Org. The Trainee Org. for University employees is the Business Unit for their home org. (the organization that owns the employees' records and is responsible for their maintenance in the payroll system.) The Trainee Org. for University students is the Business Unit for their primary major in their primary academic division.
  • Note: a trainee can currently have active assignments to multiple Business Units. The Trainee Org. is not necessarily the Business Unit that falls under the specified Org./Business Unit.

Supervisor’s E-mail Address: The e-mail address of the trainee’s supervisor, as entered by the trainee the last time that he or she took the Profiler survey. Only those who have completed the Profiler survey have a value for Supervisor's E-mail Address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.


Current Required Course Status, by Trainee

Overview

This report provides information only on the courses that are currently required for the specified trainees. Only trainees who are currently active members of the Penn Community are included in this report. If a specified trainee has completed a given course and is not overdue to re-take it, this report includes the latest completion information; otherwise, it includes the trainee’s latest registration information (if any) for the course. This report lists all of the trainee’s currently required courses, regardless of whether the trainee has registered for those courses. (Note: if a course was required for the trainee in the past, but it is not currently required, it is not included in this report.)

This report displays the specified parameter values, followed by a list of the trainees that meet those parameters. The trainee list is sorted by the trainee’s name and Penn ID. (Note: if two trainees have the same first and last names, and one trainee has a middle initial while the other does not, the trainee with no middle initial will be listed after the trainee that does have a middle initial.) In addition to the sort fields, the trainee list includes the e-mail addresses for the trainee and his or her supervisor, and the trainee’s org. You can download the trainee list to Excel. (The Excel file will include everything except the information on the specified parameter values.) In the trainee list, the row for a given trainee includes links that you can follow to see a list of the courses that the trainee is currently required to take. You may select the list of all of those courses, or the list that includes only those that are (or are not) overdue. The course list displays the information for the selected trainee, followed by information on the trainee’s status with regard to the courses, sorted by the course’s title and master ID. Status information includes registration information, completion information, and overdue status. (Note: the trainee is compliant if Completed is "Y" and Overdue is "N".) You can download the course list to Excel. (The Excel file will include everything except the information on the selected trainee.)

If you notice any problems with the data this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

If your browser’s Back button does not appear when you are viewing this report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
  • You can use your browser’s Back button to move
    • from the trainee list to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
    • from the Learning Management Reports menu to the BEN Reports main menu
  • The course list is displayed in a new window. Close the course list window to return to the trainee list.

Parameters

You must specify at least one trainee’s Penn ID. If you do not do so, this report will return no results. You may supply values for the Course Title or Course Master ID parameter, or leave it blank.

For a record to be included in this report, it must match all of the parameters that you specify. That is, the trainee must be one of the specified trainees, and the course must be one of the specified courses (if any).

If you know the value you wish to specify for a parameter, you may enter it in the parameter box. Otherwise, click on the icon to the right of the parameter box to activate a pop-up list of values for that parameter. A small window will appear, displaying 10 values at a time. Click on a value in the list to select it. If the value that you wish to specify is not among the first 10 values, you may either scroll through the list (using the Next button), or use the search feature at the top of the window. Searches are not case sensitive. For example, say you are using the list of values for the Course Title or Course Master ID parameter. Its values are formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”. If you search on “hazard%” (without the quotes), you will get a list of courses whose titles begin with “Hazard” or “hazard” or “HAZARD”. If you search on “%laws)” (without the quotes), you will get a list of courses whose master IDs end with “laws” in upper, lower, or mixed case. (In this example, the closing parenthesis in “%laws)” is included because all values in this list of values end with a closing parenthesis.) If you search on “%hipaa%” (without quotes, but with both of the % wildcards), you will get a list of courses that have “HIPAA” anywhere in their title or master ID.

The parameters for this report are:

Trainee’s Penn ID: If you know the trainee’s Penn ID, you may enter it in the parameter box. Otherwise, select the desired trainee from the list of values, which will return the trainee’s Penn ID. You may enter (or select) the Penn ID for up to six trainees. You must specify at least one trainee’s Penn ID. If you do not do so, this report will return no results.

Course Title or Course Master ID: You may specify up to three individual courses and/or groups of courses. Records will be selected for this report based (in part) on whether the value you specify can be found in the combination of the course’s title and master ID when it is formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”.

  • To specify a particular course, select it from the list of values, which will return the Course Title and the Course Master ID.
  • To specify a group of courses, determine what their titles or master IDs have in common, and enter that value in the parameter box (not the search box for the list of values). This parameter is not case sensitive, and the value you enter does not need to include % wildcards. For example, if you enter “hipaa” in the parameter box (without quotes), this report will include all of the trainees’ courses that have “HIPAA” (in upper, lower, or mixed case) anywhere in their title or master ID
  • This parameter is used to select records based on the latest title of the course. This report displays the latest title of the course if the trainee has not registered for it; otherwise, this report displays the title of the course iteration for which the trainee has registered.

Trainee List: Field Definitions

Last Name, First Name, Middle Initial, and Penn ID: The name and Penn ID of the trainee. The Penn ID uniquely identifies the trainee within the Penn Community.

E-mail Address: The trainee’s electronic mail address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Trainee Org.: If the trainee is a University employee or student, this is the Business Unit ID for the trainee’s primary org. or department. For a UPHS trainee, this is the trainee’s primary Business Unit. (The primary Business Unit for a University employee or student is a Business Unit that was created only for that person; the parent of that Business Unit is what is displayed as the Trainee Org.)

Supervisor’s E-mail Address: The e-mail address of the trainee’s supervisor, as entered by the trainee the last time that he or she took the Profiler survey. Only those who have completed the Profiler survey have a value for Supervisor's E-mail Address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Course List: Field Definitions

All three course lists (the list of all of the trainee’s required courses, the list that includes only those that are overdue, and the list that includes only those that are not overdue) include the following fields:

Course Title: If the trainee has not registered for the course, this is the latest title of the course. If the trainee has registered for the course, this is the title of the course iteration for which the trainee registered.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Registration Status and Registration Status Date: If the trainee has completed the course and is not overdue to re-take it, Registration Status and Registration Status Date reflect the registration information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, Registration Status and Registration Status Date reflect the information for the course iteration for which the trainee has registered most recently.

Course Completed and Date Last Completed: If the trainee has completed the course and is not overdue to re-take it, these columns reflect the completion information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, these columns reflect the information for the course iteration for which the trainee has registered most recently. The trainee is compliant if Course Completed is "Y" and Overdue is "N".

Next Due Date: If the trainee has completed the course at least once, and is required to take it on a recurring basis, Next Due Date indicates when the trainee is due to re-take the course. If the trainee has never completed the course, and an initial due date was specified in the required course assignment, Next Due Date indicates when the trainee is due to complete the course for the first time. Next Due Date is blank if the trainee has never completed the course and no initial due date was specified, or if the trainee has completed the course and is required to take it only once.

Overdue: A particular trainee is flagged as overdue to take a particular course if Knowledge Link lists the trainee as Past Due for the course. Overdue is "Y" if the course is required and today's date is past the Next Due Date. (Note: Overdue is "N" if the trainee has never completed the course and no initial due date was specified.) The trainee is compliant if Course Completed is "Y" and Overdue is "N".


Current Required Course Status, by Course

Overview

This report provides information only on the trainees that are currently required to take the specified courses. Only trainees who are currently active members of the Penn Community are included in this report. If a trainee has completed a given course and is not overdue to re-take it, this report includes the latest completion information; otherwise, it includes the trainee’s latest registration information (if any) for the course. This report lists all of the trainees who are currently required to take a given course, regardless of whether the trainees have registered for that course. (Note: if a trainee was required to take a given course in the past, but is not currently required to take it, the trainee is not included in this report.)

This report displays the specified parameter values, followed by a list of the courses that meet those parameters, sorted by title and master ID. You can download the course list to Excel. (The Excel file will include everything except the information on the specified parameter values.) In the course list, the row for a given course includes links that you can follow to see a list of the trainees that are currently required to take that course. You may select the list of all of those trainees, or the list that includes only those that are (or are not) overdue. The trainee list displays the information for the selected course, followed by information sorted by the trainee’s name and Penn ID. (Note: if two trainees have the same first and last names, and one trainee has a middle initial while the other does not, the trainee with no middle initial will be listed after the trainee that does have a middle initial.) To the right of the sort fields are the e-mail addresses for the trainee and his or her supervisor, the trainee’s org., and information on the trainee’s status with regard to the course. Status information includes registration information, completion information, and overdue status. (Note: the trainee is compliant if Completed is "Y" and Overdue is "N".) You can download the trainee list to Excel. (The Excel file will include everything except the information on the selected course.)

If you notice any problems with the data in this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

If your browser’s Back button does not appear when you are viewing this report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
  • You can use your browser’s Back button to move
    • from the course list to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
    • from the Learning Management Reports menu to the BEN Reports main menu
  • The trainee list is displayed in a new window. Close the trainee list window to return to the course list.

Parameter

Course Title or Course Master ID: You may specify up to six individual courses and/or groups of courses. You must specify at least one. If you do not do so, this report will return no results. Records will be selected for this report based (in part) on whether the value you specify can be found in the combination of the course’s title and master ID when it is formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”.

  • To specify a particular course, select it from the list of values, which will return the Course Title and the Course Master ID. Click on the icon to the right of the parameter box to activate the pop-up list of values. A small window will appear, displaying 10 values at a time. Click on a value in the list to select it. If the value that you wish to specify is not among the first 10 values, you may either scroll through the list (using the Next button), or use the search feature at the top of the window. Searches are not case sensitive. For example, if you search on “hazard%” (without the quotes), you will get a list of courses whose titles begin with “Hazard” or “hazard” or “HAZARD”. If you search on “%laws)” (without the quotes), you will get a list of courses whose master IDs end with “laws” in upper, lower, or mixed case. (In this example, the closing parenthesis in “%laws)” is included because all values in this list of values end with a closing parenthesis.) If you search on “%hipaa%” (without quotes, but with both of the % wildcards), you will get a list of courses that have “HIPAA” anywhere in their title or master ID.
  • To specify a group of courses, determine what their titles or master IDs have in common, and enter that value in the parameter box (not the search box for the list of values). This parameter is not case sensitive, and the value you enter does not need to include % wildcards. For example, if you enter “hipaa” in the parameter box (without quotes), this report will include all of the trainees’ courses that have “HIPAA” (in upper, lower, or mixed case) anywhere in their title or master ID.

Course List: Field Definitions

Course Title: The latest title of the course. If a given trainee has registered for a course, its latest title may or may not be the same as the title of the iteration for which the trainee has registered.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Trainee List: Field Definitions

All three trainee lists (the list of all of the trainees required to take the course, the list that includes only those that are overdue, and the list that includes only those that are not overdue) include the following fields:

Last Name, First Name, Middle Initial, and Penn ID: The name and Penn ID of the trainee. The Penn ID uniquely identifies the trainee within the Penn Community.

E-mail Address: The trainee’s electronic mail address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Trainee Org.: If the trainee is a University employee or student, this is the Business Unit ID for the trainee’s primary org. or department. For a UPHS trainee, this is the trainee’s primary Business Unit. (The primary Business Unit for a University employee or student is a Business Unit that was created only for that person; the parent of that Business Unit is what is displayed as the Trainee Org.)

Supervisor’s E-mail Address: The e-mail address of the trainee’s supervisor, as entered by the trainee the last time that he or she took the Profiler survey. Only those who have completed the Profiler survey have a value for Supervisor's E-mail Address. Some trainees (such as housekeeping staff) might have no value for E-mail Address, but might have a value for Supervisor's E-mail Address.

Registration Status and Registration Status Date: If the trainee has completed the course and is not overdue to re-take it, Registration Status and Registration Status Date reflect the registration information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, Registration Status and Registration Status Date reflect the information for the course iteration for which the trainee has registered most recently.

Course Completed and Date Last Completed: If the trainee has completed the course and is not overdue to re-take it, these columns reflect the completion information for the course iteration that the trainee completed most recently. If the trainee has never completed the course, or has completed it in the past but is overdue to re-take it, these columns reflect the information for the course iteration for which the trainee has registered most recently. The trainee is compliant if Course Completed is "Y" and Overdue is "N".

Next Due Date: If the trainee has completed the course at least once, and is required to take it on a recurring basis, Next Due Date indicates when the trainee is due to re-take the course. If the trainee has never completed the course, and an initial due date was specified in the required course assignment, Next Due Date indicates when the trainee is due to complete the course for the first time. Next Due Date is blank if the trainee has never completed the course and no initial due date was specified, or if the trainee has completed the course and is required to take it only once.

Overdue: A particular trainee is flagged as overdue to take a particular course if Knowledge Link lists the trainee as Past Due for the course. Overdue is "Y" if the course is required and today's date is past the Next Due Date. (Note: Overdue is "N" if the trainee has never completed the course and no initial due date was specified.) The trainee is compliant if Course Completed is "Y" and Overdue is "N".


Class Roster--Required and Optional Courses

Overview

This report provides information on the trainees that have registered to take the specified course iterations. It lists all of the trainees who have registered to take a given course iteration, regardless of whether the trainees are currently required to take that course.

This report displays the specified parameter values, followed by a list of the course iterations that meet those parameters. The course iteration list is sorted by the iteration’s title and course master ID, the date and time when the iteration starts, and the location and room (if any) where the iteration meets. (Online course iterations do not have a location or room.) You can download the course iteration list to Excel. (The Excel file will include everything except the information on the specified parameter values.) In the course iteration list, the row for a given iteration includes a link that you can follow to see the list of the trainees that have registered for that iteration. The trainee list displays the information for the selected course iteration, followed by a list of the trainees that have registered for it, sorted by the trainee’s name and Penn ID. (Note: if two trainees have the same first and last names, and one trainee has a middle initial while the other does not, the trainee with no middle initial will be listed after the trainee that does have a middle initial.) To the right of the sort fields are the trainee’s e-mail address, as well as information on the trainee’s status with regard to the course iteration. Status information includes the trainee’s latest registration status and completion information for the course iteration. You can download the trainee list to Excel. (The Excel file will include everything except the information on the selected course iteration.)

If you notice any problems with the data in this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

If your browser’s Back button does not appear when you are viewing this report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
  • You can use your browser’s Back button to move
    • from the course iteration list to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
    • from the Learning Management Reports menu to the BEN Reports main menu
  • The trainee list is displayed in a new window. Close the trainee list window to return to the course iteration list.

Parameters

Neither the start date nor the end date for the Course Iteration date range may be left blank. The Course Iteration date range may not cover more than one year. You must also specify at least one value for the Course Title or Course Master ID parameter. If these requirements are not met, this report will return no results. You may supply values for the remaining parameters, or leave them blank.

For a record to be included in this report, it must match all of the parameters that you specify. That is, the course iteration must be active between the specified dates, and the course must be one of the specified courses, and the location of the course iteration must be the one specified (if any), and the instructor for the course iteration must be the one specified (if any), and the trainee’s latest registration for the course iteration must have one of the specified status values (if any), and the trainee’s latest registration for the course iteration must have the completion status specified (if any).

If you know the value you wish to specify for a parameter, you may enter it in the parameter box. Otherwise, click on the icon to the right of the parameter box to activate a pop-up list of values for that parameter. A small window will appear, displaying 10 values at a time. Click on a value in the list to select it. If the value that you wish to specify is not among the first 10 values, you may either scroll through the list (using the Next button), or use the search feature at the top of the window. Searches are not case sensitive. For example, say you are using the list of values for the Course Title or Course Master ID parameter. Its values are formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”. If you search on “hazard%” (without the quotes), you will get a list of courses whose titles begin with “Hazard” or “hazard” or “HAZARD”. If you search on “%laws)” (without the quotes), you will get a list of courses whose master IDs end with “laws” in upper, lower, or mixed case. (In this example, the closing parenthesis in “%laws)” is included because all values in this list of values end with a closing parenthesis.) If you search on “%hipaa%” (without quotes, but with both of the % wildcards), you will get a list of courses that have “HIPAA” anywhere in their title or master ID.

The parameters for this report are:

Course Iteration date range: Enter the start and end dates for the time span when the desired course iterations were held. Enter the same date for both the start and the end if you are interested in course iterations held on a particular day. Neither the start date nor the end date may be left blank. The Course Iteration date range may not cover more than one year. You must also specify at least one value for the Course Title or Course Master ID parameter. If these requirements are not met, this report will return no results.

  • Date values should be entered in DD-MON-YYYY format. The leading zero for the day is optional. The dashes are also optional. The month is not case sensitive. You may use all four digits to specify the year, or just the last two digits. For example, the report will display the same results whether you enter “01-SEP-2007” or “1-sep-07” (without the quotes).
  • Assuming that a course iteration meets the other parameters that you specify, it will be included in this report if its lifespan overlaps with the date range that you specify. For example, if the start and end dates for the iteration are 01-JAN-2007 and 30-JUN-2007, and you specify a date range from 01-JUN-2007 through 31-AUG-2007, the iteration’s life span overlaps your date range for one month, so it will be included in this report.
  • The date range’s start date (entered in the first parameter box) must either be earlier than its end date (entered in the second parameter box), or be the same as its end date. If the specified start date falls after the specified end date, this report will return no results.
  • If you enter an invalid date (for example, 31-JUN-2007), this report will return no results, and may return an error message saying that it was unable to execute the query.

Course Title or Course Master ID: You must specify at least one value for this parameter. You must also specify both a start and an end date for the Course Iteration date range, and the specified time span may not cover more than one year. If these requirements are not met, this report will return no results. You may specify up to three individual courses and/or groups of courses. Records will be selected for this report based (in part) on whether the value you specify can be found in the combination of the course’s title and master ID when it is formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”.

  • To specify a particular course, select it from the list of values, which will return the Course Title and the Course Master ID.
  • To specify a group of courses, determine what their titles or master IDs have in common, and enter that value in the parameter box (not the search box for the list of values). This parameter is not case sensitive, and the value you enter does not need to include % wildcards. For example, if you enter “hipaa” in the parameter box (without quotes), this report will include all of the trainees’ courses that have “HIPAA” (in upper, lower, or mixed case) anywhere in their title or master ID.
  • This parameter is used to select records based on the latest title of the course. This report displays the titles of the course iterations for which the trainees have registered.

Location: Select the desired course iteration location from the list of values. If you know the exact value of the name of the location (such as “BRB II/III”), you may enter it in the parameter box (without quotes). However, the parameter is case sensitive, and spacing matters, so using the list of values is recommended. To include online course iterations, leave the Location parameter empty. (Online course iterations do not have a location.)

  • This parameter is used to select records based on the current information for the course iteration. If the location of a given iteration of a particular course was originally building X, and is currently building Y, and you specify building X for the Location parameter, this report will not include information for that course iteration.

Instructor’s Penn ID: To have this report include all trainees with registration information for the course iterations, regardless of who was the instructor for those iterations, leave this parameter blank. Otherwise, select the desired instructor from the list of values, or enter the instructor’s Penn ID.

  • This parameter is used to select records based on the current information for the course iteration. If a given iteration of a particular course was originally assigned to instructor X, and is currently assigned to instructor Y, and you specify the Penn ID for instructor X, this report will not include information for that course iteration.

Registration Status: To have this report include all trainees with registration information for the course iterations, regardless of their current registration status for those iterations, leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Enrolled”, “Wait-Listed”, or “Dropped”. You may specify up to two Registration status values. (This parameter is case sensitive. Values should be entered without quotes.)

  • This parameter is used to select records based on the current registration information for the trainee and the course iteration. If a trainee is enrolled in an iteration of a given course that will be held next week, but dropped an earlier iteration of that course, and your specified parameters include only the earlier iteration, this report will show that the trainee’s registration status for the course iteration is “Dropped.”

Completion Status: To have this report include all trainees with registration information for the course iterations, regardless of whether their current registration information indicates that they completed those iterations, leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Y” (completed) or “N” (not completed). This parameter is case sensitive. Values should be entered without quotes.)

  • This parameter is used to select records based on the current registration information for the trainee and the course iteration. If a trainee completed an iteration of a given course that was held this week, and registered for (but did not complete) an earlier iteration of that course, and your specified parameters include only the earlier iteration, this report will show that the trainee has not completed the course iteration.

Course Iteration List: Field Definitions

Count: The number of trainees with registration information for the course iteration. In other words, this is the number of trainees who appear on the Trainee List for the course iteration.

Course Title: The title of the course iteration. This may or may not be the same as the latest title of the course.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Iteration Start Date and Iteration Start Time: The first date and time when the course iteration is available to be taken by trainees. The date is displayed in DD-MON-YYYY format (for example, “01-SEP-2007”). The time is displayed in HH:MM:XX format (for example “11:00:AM” or “01:30:PM”). Some course iterations have an Iteration Start Date, but no Iteration Start Time.

Location: The name of the building, if any, where the course iteration is held. (Online courses have no location.) For example, one location is “3910 Powelton Avenue.”

Room: The name, number, or description of the room, if any, where the course iteration is held. (Online courses have no room.) For example, “7th Floor Computer Lab (719)” is a room in “3910 Powelton Avenue.”

Trainee List: Field Definitions

Last Name, First Name, Middle Initial, and Penn ID: The name and Penn ID of the trainee. The Penn ID uniquely identifies the trainee within the Penn Community.

E-mail Address: The trainee’s electronic mail address. Some trainees (such as housekeeping staff) might have no value for E-mail Address.

Registration Status, Registration Status Date, Course Completed and Date Completed: These fields reflect the trainee’s latest registration information for the course iteration. For example, if the trainee enrolled in the course iteration when she first registered for it, but later dropped it, Registration Status will be “Dropped.” Course Completed is a Yes/No flag indicating whether the trainee completed this course iteration. (The trainee may not have completed this course iteration, but may have completed another iteration of the same course.)


Count by Course--Required and Optional Courses

Overview

This report provides trainee counts by status for the specified course iterations, with summarized counts for the courses and for the entire report. The counts include all of the trainees who have registered to take a given course iteration, regardless of whether the trainees are currently required to take that course.

A trainee with registration information for a given course iteration is counted once under the Total for that course iteration. That same trainee is counted once under Enrolled, Wait-Listed, or Dropped for the course iteration depending on his or her registration status. The trainee is counted once under Completed for the course iteration if he or she has completed the course iteration.

The counts for the course iterations are summarized at the course level and at the report level. For example, if the report includes two iterations of the same course, and a given trainee is enrolled in both of those iterations, he or she will be counted twice in the Enrolled and Total figures for the course. If the report includes one iteration for each of three courses, and a particular trainee has completed all three of those course iterations, he or she will be counted three times in the Completed and Total figures for the report.

Note: This report counts only the trainees/course iterations that meet the parameters that you specify.

  • Say that course X had two iterations in January, 2007. The iterations were taught by different instructors, and were held in different locations. If your specified parameters are course X iterations active in January, 2007, the counts for course X will be higher than if your specified parameters are course X iterations active in January, 2007, taught by instructor Y in location Z.
  • Say that course A had iteration B on January 20, 2007 at 1:30 p.m. in 102C Stemmler Hall. Of the10 trainees registered for iteration B, 7 are Enrolled, 2 are Wait-Listed, and 1 has Dropped; all of the 5 who have completed the course are Enrolled.
    • This report would show these the counts for iteration B if your specified parameters were course A iterations active in January, 2007.
    • If, in addition to the above parameters, you also specified a Registration Status of Enrolled, the counts for iteration B would be 7 trainees in all, 7 Enrolled, 0 Wait-Listed, 0 Dropped, and 5 Completed.
    • If, in addition to the above parameters, you also specified a Completion Status of N (not completed), the counts for iteration B would be 2 trainees in all, 2 Enrolled, 0 Wait-Listed, 0 Dropped, and 0 Completed.

This report displays the specified parameter values, followed by the trainee/course iteration counts summarized for all of the courses in the report. Below that is a list of courses, sorted by title and master ID, followed by the trainee/course iteration counts summarized for the course. You can download the course list to Excel. (The Excel file will include everything except the information on the specified parameter values and the counts summarized for all of the courses in the report.) In the course list, the row for a given course includes a link that you can follow to see the list of iterations of that course. The course iteration list displays the information for the selected course, followed by a list of the iterations of that course that meet your specified parameters. This list is sorted by the iteration’s start date, start time, location, and room, and includes the trainee counts for the iteration. You can download the course iteration list to Excel. (The Excel file will include everything except the information on the selected course.)

If you notice any problems with the data in this report, please send e-mail to KL_help@lists.upenn.edu.

Navigation

If your browser’s Back button does not appear when you are viewing this report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Learning Management Reports menu.
  • You can use your browser’s Back button to move
    • from the course list to the parameter screen
    • from the parameter screen to the Learning Management Reports menu
    • from the Learning Management Reports menu to the BEN Reports main menu
  • The course iteration list is displayed in a new window. Close the course iteration list window to return to the course list.

Parameters

Neither the start date nor the end date for the Course Iteration date range may be left blank. The Course Iteration date range may not cover more than one year. You must also specify at least one value for the Course Title or Course Master ID parameter. If these requirements are not met, this report will return no results. You may supply values for the remaining parameters, or leave them blank.

For a record to be included in this report, it must match all of the parameters that you specify. That is, the course iteration must be active between the specified dates, and the course must be one of the specified courses, and the location of the course iteration must be the one specified (if any), and the instructor for the course iteration must be the one specified (if any), and the trainee’s latest registration for the course iteration must have one of the specified status values (if any), and the trainee’s latest registration for the course iteration must have the completion status specified (if any).

If you know the value you wish to specify for a parameter, you may enter it in the parameter box. Otherwise, click on the icon to the right of the parameter box to activate a pop-up list of values for that parameter. A small window will appear, displaying 10 values at a time. Click on a value in the list to select it. If the value that you wish to specify is not among the first 10 values, you may either scroll through the list (using the Next button), or use the search feature at the top of the window. Searches are not case sensitive. For example, say you are using the list of values for the Course Title or Course Master ID parameter. Its values are formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”. If you search on “hazard%” (without the quotes), you will get a list of courses whose titles begin with “Hazard” or “hazard” or “HAZARD”. If you search on “%laws)” (without the quotes), you will get a list of courses whose master IDs end with “laws” in upper, lower, or mixed case. (In this example, the closing parenthesis in “%laws)” is included because all values in this list of values end with a closing parenthesis.) If you search on “%hipaa%” (without quotes, but with both of the % wildcards), you will get a list of courses that have “HIPAA” anywhere in their title or master ID.

The parameters for this report are:

Course Iteration date range: Enter the start and end dates for the time span when the desired course iterations were held. Enter the same date for both the start and the end if you are interested in course iterations held on a particular day. Neither the start date nor the end date may be left blank. The Course Iteration date range may not cover more than one year. You must also specify at least one value for the Course Title or Course Master ID parameter. If these requirements are not met, this report will return no results.

  • Date values should be entered in DD-MON-YYYY format. The leading zero for the day is optional. The dashes are also optional. The month is not case sensitive. You may use all four digits to specify the year, or just the last two digits. For example, the report will display the same results whether you enter “01-SEP-2007” or “1-sep-07” (without the quotes).
  • Assuming that a course iteration meets the other parameters that you specify, it will be included in this report if its lifespan overlaps with the date range that you specify. For example, if the start and end dates for the iteration are 01-JAN-2007 and 30-JUN-2007, and you specify a date range from 01-JUN-2007 through 31-AUG-2007, the iteration’s life span overlaps your date range for one month, so it will be included in this report.
  • Say course X has three iterations: two in January, 2007, and one in February, 2007. If you specify that you want course X information for 01-JAN-2007 through 31-JAN-2007, the trainees for the February, 2007 iteration will not be included in the counts shown in this report.
  • The date range’s start date (entered in the first parameter box) must either be earlier than its end date (entered in the second parameter box), or be the same as its end date. If the specified start date falls after the specified end date, this report will return no results.
  • If you enter an invalid date (for example, 31-JUN-2007), this report will return no results, and may return an error message saying that it was unable to execute the query.

Course Title or Course Master ID: You must specify at least one value for this parameter. You must also specify both a start and an end date for the Course Iteration date range, and the specified time span may not cover more than one year. If these requirements are not met, this report will return no results. You may specify up to three individual courses and/or groups of courses. Records will be selected for this report based (in part) on whether the value you specify can be found in the combination of the course’s title and master ID when it is formatted as Title (Master ID)—for example, “ORSS Laws (USOM_ORSS_ALL_Laws)”.

  • To specify a particular course, select it from the list of values, which will return the Course Title and the Course Master ID.
  • To specify a group of courses, determine what their titles or master IDs have in common, and enter that value in the parameter box (not the search box for the list of values). This parameter is not case sensitive, and the value you enter does not need to include % wildcards. For example, if you enter “hipaa” in the parameter box (without quotes), this report will include all of the trainees’ courses that have “HIPAA” (in upper, lower, or mixed case) anywhere in their title or master ID.
  • Say that HIPAA Privacy Education for U of P, SOM Staff & Student - SOM (USOM_ALL_ALL_HIPAA111A) is one of five HIPAA courses with iterations in January, 2007. If you specify a date range from 01-JAN-2007 through 31-JAN-2007 and enter “hipaa” in the parameter box (without quotes), the trainees for all 5 of these courses will be included in the counts shown in this report. However, if you enter “hipaa111a” in the parameter box (without quotes), or if you select HIPAA Privacy Education for U of P, SOM Staff & Student - SOM (USOM_ALL_ALL_HIPAA111A) from the list of values, the counts shown in this report will include only the trainees registered for that course. The trainees registered for the other four HIPAA courses will be excluded.
  • This parameter is used to select records based on the latest title of the course. This report displays the titles of the course iterations for which the trainees have registered.

Location: Select the desired course iteration location from the list of values. If you know the exact value of the name of the location (such as “BRB II/III”), you may enter it in the parameter box (without quotes). However, the parameter is case sensitive, and spacing matters, so using the list of values is recommended. To include online course iterations, leave the Location parameter empty. (Online course iterations do not have a location.)

  • This parameter is used to select records based on the current information for the course iteration. If the location of a given iteration of a particular course was originally building X, and is currently building Y, and you specify building X for the Location parameter, this report will not include information for that course iteration.
  • Say that course X had two iterations in January, 2007, which were held in different locations. If your specified parameters are course X iterations active in January, 2007, the counts for course X will be higher than if your specified parameters are course X iterations active in January, 2007, held in location Z.

Instructor’s Penn ID: To have this report include all trainees with registration information for the course iterations, regardless of who was the instructor for those iterations, leave this parameter blank. Otherwise, select the desired instructor from the list of values, or enter the instructor’s Penn ID.

  • This parameter is used to select records based on the current information for the course iteration. If a given iteration of a particular course was originally assigned to instructor X, and is currently assigned to instructor Y, and you specify the Penn ID for instructor X, this report will not include information for that course iteration.
  • Say that course X had two iterations in January, 2007, which were taught by different instructors. If your specified parameters are course X iterations active in January, 2007, the counts for course X will be higher than if your specified parameters are course X iterations active in January, 2007, taught by instructor Y.

Registration Status: To have this report include all trainees with registration information for the course iterations, regardless of their current registration status for those iterations, leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Enrolled”, “Wait-Listed”, or “Dropped”. You may specify up to two Registration status values. (This parameter is case sensitive. Values should be entered without quotes.)

  • This parameter is used to select records based on the current registration information for the trainee and the course iteration. If a trainee is enrolled in an iteration of a given course that will be held next week, but dropped an earlier iteration of that course, and your specified parameters include only the earlier iteration, this report will show that the trainee’s registration status for the course iteration is “Dropped.”
  • Say that, per your specifications, this report includes iterations that have Enrolled, Wait-Listed, and Dropped trainees, but you specified a Registration Status of Enrolled. In such a case, the counts in this report would include only Enrolled trainees. The Wait-Listed and Dropped counts would be zero (or those columns would be empty), and the Completed and Total counts would exclude the Wait-Listed and Dropped trainees.

Completion Status: To have this report include all trainees with registration information for the course iterations, regardless of whether their current registration information indicates that they completed those iterations, leave this parameter blank. Otherwise, select the desired status from the list of values, or enter “Y” (completed) or “N” (not completed). (This parameter is case sensitive. Values should be entered without quotes.)

  • This parameter is used to select records based on the current registration information for the trainee and the course iteration. If a trainee completed an iteration of a given course that was held this week, and registered for (but did not complete) an earlier iteration of that course, and your specified parameters include only the earlier iteration, this report will show that the trainee has not completed the course iteration.
  • Say that, per your specifications, this report includes certain iterations, each of which has both trainees who have completed the iteration and trainees who have not completed the iteration. However, you specified a Completion Status of N (not completed). In such a case, the counts in this report would include only trainees who have not completed the iteration. The Completed count would be zero (or that column would be empty), and the Enrolled, Wait-Listed, Dropped, and Total counts would exclude the trainees who have completed the iteration.

Course List: Field Definitions

Remember, this report counts only the trainees/course iterations that meet the parameters you specify.

All courses—Enrolled, Wait-Listed, and Dropped: Depending on his or her registration status, a trainee is counted once under Enrolled, Wait-Listed, or Dropped for each course iteration that is included in this report. For example, if the report includes two iterations of the same course, and a given trainee is enrolled in both of those iterations, he or she will be counted twice in the All courses—Enrolled figure. (This presumes that the specified Registration Status and Completion Status parameters did not cause either or both of these trainee/course iterations to be excluded from the report.)

All courses—Completed: For each course iteration that is included in this report, a trainee is counted once under Completed if that the trainee has completed the course iteration. For example, if the report includes one iteration for each of three courses, and a particular trainee has completed all three of those course iterations, he or she will be counted three times in the All courses—Completed figure. (This presumes that the specified Registration Status and Completion Status parameters did not cause any or all of these trainee/course iterations to be excluded from the report.)

All courses—Total: For each course iteration that is included in this report, a trainee is counted once under Total if that trainee has registration information for the course iteration. For example, if the report includes one iteration for each of three courses, and a particular trainee has registration information for all three of those course iterations, he or she will be counted three times in the All courses—Total figure. (This presumes that the specified Registration Status and Completion Status parameters did not cause any or all of these trainee/course iterations to be excluded from the report.) The Total for all courses ought to match Enrolled + Wait-Listed + Dropped for all courses.

Course Title: The latest title of the course. This may or may not be the same as the title of the course iteration for which the trainees registered.

Course Master ID: A code that uniquely identifies a course within Knowledge Link (the Learning Management system). All versions and iterations of a course have the same Course Master ID. For example, “UNIV_ALL_ALL_HIPAA” is the Course Master ID for HIPAA Privacy Training.

Enrolled, Wait-Listed, and Dropped: Depending on his or her registration status, a trainee is counted once under Enrolled, Wait-Listed, or Dropped for each iteration of this course that is included in this report. For example, if the report includes two iterations of this course, and a given trainee is enrolled in both of those iterations, he or she will be counted twice in the Enrolled figure for this course. (This presumes that the specified Registration Status and Completion Status parameters did not cause either or both of these trainee/course iterations to be excluded from the report.)

Completed: For each iteration of this course that is included in this report, a trainee is counted once under Completed if that the trainee has completed the course iteration. For example, if the report includes two iterations of this course, and a given trainee has completed both of those iterations, he or she will be counted twice in the Completed figure for this course. (This presumes that the specified Registration Status and Completion Status parameters did not cause either or both of these trainee/course iterations to be excluded from the report.)

Total: For each iteration of this course that is included in this report, a trainee is counted once under Total if that trainee has registration information for the course iteration. For example, a given trainee will be counted twice in the Total figure for this course if the report includes two iterations of this course and the trainee has registration information for both of those iterations. (This presumes that the specified Registration Status and Completion Status parameters did not cause either or both of these trainee/course iterations to be excluded from the report.) The Total for this course ought to match Enrolled + Wait-Listed + Dropped for this course.

Course Iteration List: Field Definitions

Remember, this report counts only the trainees/course iterations that meet the parameters you specify.

Start Date and Start Time: The first date and time when the course iteration is available to be taken by trainees. The date is displayed in DD-MON-YYYY format (for example, “01-SEP-2007”). The time is displayed in HH:MM:XX format (for example “11:00:AM” or “01:30:PM”). Some course iterations have an Iteration Start Date, but no Iteration Start Time.

Location: The name of the building, if any, where the course iteration is held. (Online courses have no location.) For example, one location is “3910 Powelton Avenue.”

Room: The name, number, or description of the room, if any, where the course iteration is held. (Online courses have no room.) For example, “7th Floor Computer Lab (719)” is a room in “3910 Powelton Avenue.”

Enrolled, Wait-Listed, and Dropped: Depending on his or her registration status for this course iteration, a trainee is counted once under Enrolled, Wait-Listed, or Dropped. (This presumes that the specified Registration Status and Completion Status parameters did not cause the trainee/course iteration to be excluded from the report.)

Completed: A trainee is counted once under Completed if that trainee has completed this course iteration. (This presumes that the specified Registration Status and Completion Status parameters did not cause the trainee/course iteration to be excluded from the report.)

Total: A trainee is counted once under Total if that trainee has registration information for this course iteration. (This presumes that the specified Registration Status and Completion Status parameters did not cause the trainee/course iteration to be excluded from the report.) The Total for this course iteration ought to match Enrolled + Wait-Listed + Dropped for this course iteration.


University of Pennsylvania
Last modified:  7 January 2008