Manual

Open Elms Learning Management System FREE Content Management System - Employee Management System
For support contact UK 00 44 1344 382 577 or US 00 1 (646) 461-6210
Open Elms
FREE Open Source Learning Management System e-LMS

Also includes
FREE e-learning authorware and content management system Jackdaw
Employee Management System EMS
&
Courses from Jackdaw AppStore including e-Start, e-Office Safety and e-Security
Version 6.x
Supplied by e-learning WMB
January 2011
Page 1 of 82
1 Introduction
Open Elms is a free Open Source Learning Management System. The system allows the user
to run SCORM compliant e-learning and manage the data, scheduling training and producing
reports.
The Open Elms system is also packaged with:
Jackdaw this is a free system allows you to create e-learning courses which you
can use within your organization at no cost. Courses you create can also be sold in
the Jackdaw App Store.
e-learning courses a selection of e-learning courses from the Jackdaw App Store
(www.openelms.org/acatalog/Courses.html) which can be purchased for your
organisation
Employee Management System (EMS) an add-on to the standard Open Elms
SCORM Learning Management System which allows the addition of compliance type
assessment along with more detailed exam reporting. Additional features such as
workflow and task management are included.
This manual is a comprehensive guide from both a user and IT perspective.
If you are a member of the IT staff, responsible for installing the system, it is advised
that you start with the chapter on Installation.
If you are a manager, responsible for producing reports and managing the data, then
reference the chapter Manager Access.
If you are in charge of administering the system then reference the chapter on
Administrator Access.
If you want to add new e-learning content or tailor the courses provided, reference the
chapter on the e-learning authoring and content management system: Jackdaw.
If you are a company employee wishing to run e-learning then you should not need to
reference a manual. If the system is set up correctly, accessing and running courses
should be obvious to the standard learner.
Good luck, should you have any questions when going through the manual or would like
information on our installation, training, course creation or customization services please
contact us on UK 00 44 1344 382 577 or US 00 1 (646) 461-6210.
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2 Contents
1
INTRODUCTION
CONTENTS
NEW INSTALLATION
3.1
Introduction
3.2
Pre-installation Checklist
3.2.1 Server Specification:
3.2.2 Client Specification:
8
8
9
3.3
Basic Installation Instructions
3.4
Email Setup
3.4.1 Setting up Mail Server
3.4.2 Setting up password email reminder
10
10
11
3.5
11
Merge HR Data into the Learning Management System
3.6
Select Login Method
3.6.1 Option 1: Manual Login
3.6.2 Option 2: Active Directory
3.6.3 Option 3: Session Variables
3.6.4 Option 4: Database View from different data sources
3.6.5 Option 5: Use a Separate Third Party SCORM v1.2 LMS
12
12
12
14
15
15
3.7
Review Configuration Options
3.7.1 Customising the Registration and Login Screen
3.7.2 Prevent Access to Test and Assessment.
3.7.3 Alter the Log-in Screen
3.7.4 Flash Media Server
3.7.4.1
Installing Local Flash Media Streaming Server
3.7.4.2
Configuring the Course to run Locally
3.7.5 Setting Up Autoemail
3.7.6 Jackdaw: the Content Management System
15
15
17
17
18
18
18
20
24
3.8
Activate Employee Management System
25
3.9
Administration Functions etc
25
UPGRADE INSTALLATION
26
4
4.1
Introduction
26
4.2
Install into a NEW Application Folder
26
4.3
Make a Copy of Your Existing Database
26
4.4
Update the Database Copy
27
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4.5
Implement Previous Branding
27
4.6
Activate the Application
27
4.7
Copy Existing Courses
27
4.8
Add new Courses to Employee Accounts
28
4.9
Update the User Population
28
4.10
And finally
28
THE E-LEARNING
29
5.1
Introduction
29
5.2
Starting the e-learning process
29
5.3
e-Learning Navigation
29
MANAGER ACCESS
30
5.4
Introduction
30
5.5
Standard Open Elms LMS vs. EMS
30
5.6
Screen Layout
31
5.7
Today
5.7.1 Search
5.7.1.1
Employee Search vs. Subject Search
5.7.2 Pending Tasks
5.7.3 Not Attempted Tasks EMS only
5.7.4 Reports due for review
5.7.5 Emails due to be sent
33
33
33
33
34
35
35
5.8
Learning and Management
5.8.1 Training *
5.8.1.1
5.8.1.2
Training: Detail
5.8.2 Quiz *
5.8.3 Exams
5.8.3.1
5.8.3.2
Exams: Detail
5.8.4 Assessment
5.8.4.1
Assessment Status
5.8.4.2
5.8.4.3
Tasks: Detail
5.8.4.4
Editing Tasks
36
37
37
37
39
40
40
40
42
42
42
43
43
Functions
5.8.5 Search
5.8.6 Print
5.8.7 Email
5.8.8 Export
44
44
44
44
45
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5.9
Saved Searches
5.9.1 Introduction
5.9.1.1
Example Queries
5.9.1.2
Benefits
5.9.2 Report Queries
5.9.3 Email Queries
46
46
46
47
48
48
5.10
E-Mail History
5.10.1
Sent Mail
50
50
51
6.1
ADMINISTRATOR ACCESS
Introduction
51
6.2
Courses
6.2.1 Importing Courses
51
51
6.3
Import Course Data
53
6.4
Import Staff
53
6.5
Employees
6.5.1 Personal Details
6.5.2 Employee settings
6.5.3 Reporter Access
6.5.4 Line Manager Access
53
53
53
54
54
6.6
Profiles
54
6.7
Departments
56
6.8
Locations
56
6.9
Sites
56
6.10
Groups
56
6.11
Cost Centres
56
6.12
Regions
56
6.13
LMS Configuration
56
6.14
Help
57
JACKDAW
58
7.1
Introduction to XML: The Language of Jackdaw
58
7.2
Features / Usage Instructions
59
7.3
Selling Courses Online
65
TROUBLESHOOTING AND FAQS
67
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8.1
Frequently Asked Questions
8.1.1 Functional Queries
8.1.2 Technical Queries
68
68
69
71
NON-STANDARD CONFIGURATION TASKS
9.1
Generic Risk Assessment System
71
9.2
Alter screen dimensions
71
9.3
Updating from Previous Databases
9.3.1 Process for upgrading SQL Server database
9.3.1.1
Make Copy of Existing Site
9.3.1.2
Unzip the new Open Elms installation
9.3.1.3
Restore back up of empty the Database
9.3.1.4
Connect Database and Application
9.3.1.5
Test Standard System Works
9.3.1.6
Setup email (if not operational)
9.3.1.7
Distribute URLs for testing
9.3.2 Process for upgrading database from Access to SQL
71
71
71
71
71
71
72
72
72
72
9.4
Merging Existing SCORM data
9.4.1 Step 1: Import Course
9.4.2 Step 2: Import Course Data (optional)
9.4.3 Step 3: Import Staff (optional)
72
72
73
74
10
ADDITIONAL SERVICES
75
10.1
Open Elms Courses
75
10.2
Open Elms Support
75
10.3
Open Elms Hosting
75
10.4
Open Elms Employee Management System
75
11
RECENT RELEASES
77
12
CONTACT DETAILS
82
12.1
Open Elms Head Office
82
12.2
Open Elms USA
82
12.3
Open Elms Africa
82
For more information on training and support contact t UK 00 44 1344 382 577 or US 00 1
(646) 461-6210 or email info@openelms.org. Related web sites are located at:
www.e-learningwmb.co.uk for additional bespoke development & customization
www.e-officesafety.com for ergonomics training & assessment packages
www.e-start.co.uk for tailored e-induction solutions
www.openelms.org for support, training and latest downloads.
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Technical Instructions
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New Installation
3.1 Introduction
If this is the first time you have installed the Open Elms system then read on if you are
upgrading an earlier version of the system then skip to the next chapter. You may always
return to this section if you wish to change the configuration of the system.
It is advised to follow this workflow diagram to enable the successful installation of the
system. If you have any questions about the options below please contact our Open Elms
support team on 00 44 1344 382 577 (or in US +1 (646) 461-6210).
The installation should not take more than 10 minutes to carry out, this can take longer if
additional data collation (e.g. a staff csv file) is necessary.
3.1 Pre-installation Checklist
3.2 Basic Installation

Instructions
3.3 Email Setup
3.4 Merge HR Data into the

System
3.5 Select Login Method
3.5.1 Manual
Login
3.5.2 Active
Directory
3.5.3 Session
variables
3.5.4 Database View from

different data sources
3.5.5 Login via a SCORM or AICC Learning

Management System
3.6 Review Configuration Options
3.7 Activate Software
3.2 Pre-installation Checklist

The e-learning should be installed on a intranet/internet webserver. NO local installation on
the client machine is necessary.
Before starting you should ensure that you have available:
3.2.1 Server Specification:

Internet Information Server (IIS) version 5+ or Personal Web Server
Windows 2000+
Dual Pentium-compatible 450 MHz processors or higher recommended
10Gb free disk space
Page 8 of 82
512MB RAM
SQL Server 7+ or MSDE (Microsoft Sequel Development Environment supplied on
the installation CD)
NB The web application and database can be installed on separate servers if
necessary.
3.2.2 Client Specification:

Internet Explorer v5.5 +
Flash v5 or above
3.3 Basic Installation Instructions

Following these instructions will enable you to get the system into operation. Further
configuration will be necessary in order to activate the full functionality of the system.
1
2
3
Download the installation from http://www.openelms.org/downloads/lms_download.zip.

Install the software to the web server folder this is usually the c:\inetpub\wwwroot folder on the server.
Create the database by running Enterprise Manager or SQL Server Management Studio (or equivalent)
and on the menu select Tools-> Restore Database and select the radio button Restore from Device
and then [Add] the LMS*.bak file in the installed location (e.g. c:\inetpub\wwwroot) in the database
folder.
fig 1: Restoring a new database from the backup file

(*.bak)
NB. A common occurrence when restoring the database is that the system gives a Device activation error this is caused the SQL
server store location being different from the default c:\Program Files\Microsoft SQL Sever\MSSQL\Data. To correct this select the
Restore Database > Options tab and change the PhysicalName to match the location of your existing .mdf files.
4.
Ensure you are running the

database in Mixed Mode. To do
this right click on the server group
and select Properties > Security
Make sure that the Server
authentication is SQL and
Windows Authentication or
Mixed Mode.
5.
Open Windows Explorer and find the file db.inc in the newly created lms folder. Modify the connection
string in Notepad etc which consists of the following 4 parameters
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"server=replace_Server_Address or Name;
uid=replace_Username;
pwd=replace_Password;
database=replace_DatabaseName;"
See below for an example
fig 2: An example connection string (highlighted) that has been edited

5.
6.
7.
Open Internet Explorer and type into the address bar http://localhost/lms/default.htm (replace localhost
with the appropriate server name as necessary).
You can now follow the instructions on screen to test access for employees, reporters and administrators.
Distribute the link http://localhost/lms/login.asp to run a full user trial.
3.4 Email Setup

The Learning Management System will communicate with your email system to drive the elearning throughout the business. To set this up follow these steps:
3.4.1 Setting up Mail Server
1) Internet Information Server (IIS) needs to allow its SMTP server to relay emails. Check that this is set up
on the server by opening IIS.
2) Right click on the SMTP Virtual Server and select Properties. Select the Access tab and then the
Relay button. Add the IP address 127.0.0.1 to the list as shown.
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3) The code defines the email server at localhost, if your email server has a different name then this has
to be changed. To do this open the file emailer.asp in the lms folder using Notepad.
4) Change line 41 :
objCDOSYS.Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configuration /smtpserver") =
"localhost" '"smtp.myserver.com"
and instead of localhost use your smtp server name.
3.4.2 Setting up password email reminder

The system will automatically email users who have forgotten their passwords (NB
this is unnecessary if using an automated form of logging in such as Active Directory).
To set up the sender of this email, you will need to edit the file,
Email_SendForgottenPwd.asp, located in the main installation folder, using a text
editor.
1)
2)
Find the line:

IsSuccess = sendemail( "e-learningwmb.co.uk", Email, "Forgotten Password", strBody, "yes" )
Change the line to reflect the appropriate email address:
IsSuccess = sendemail( "yourname@yourdomain.co.uk", Email, "Forgotten Password", strBody,
"yes" )
Email should now be set up. In case of any difficulties consult the Troubleshooting
chapter at the end of the manual or contact Open Elms Support for assistance.
3.5 Merge HR Data into the Learning Management System

Before using the program to collect data, you need to input some company details
(employees, buildings etc) using the Learning Management System . There are a number of
options available to you for which you will need to choose one:
If an existing company database exists, then the details can be imported directly into the elearning system.
To do this log in as an administrator and access the [Import Staff] link. Here you will need to
merge your personnel data as a tab delimited text file saved with ANSI coding with the
following header attributes:
FName / LName / Email / LoginID / Dept Location / Site / Group / CourseID / Profile /
CostCentre / Region / isLeaver / isVIP / ReporterDept). The best method of doing this is to
record/export the data to an Excel spreadsheet. Before importing the data:
Be careful to enter the appropriate CourseID in the table (this can found by logging in
as admin and editing the appropriate course the course ID will be listed by the
course name.) If you have purchased more than one course then each user will be
needed to be imported more than once with a different course ID. If you are unsure
as to what CourseID to enter please contact us at support@e-learningwmb.co.uk.
The Dept field is usually a physical location such as site, building or floor. Separating
the data in this way makes it easier to assign responsibility for the e-learning results
to individual line managers. The names of these fields can be altered by logging in
as admin and selecting the LMS Configuration link.
If you do not have a value for any of the following fields (Dept, Location, Site, Group,
CostCentre or Region) then input Undefined into the cell in Excel.
NB: You must leave NO cells blank.
If you are unsure of the values of isLeaver, isVIP and ReporterDept, then enter 0.
Again you must leave NO cells blank.
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Once the staff are imported into the system rename the file login.htm to login_reg.htm and
name the file login_no_reg.htm to login.htm. Users can be instructed to log in using the
predefined Login ID such as their employee ID or email address etc.
Regular imports of the personnel database can update name, department, group and location
details without overwriting the existing data.
NB Be careful to match the headings as they are case sensitive. A template can be found in the main folder in a file
called which contains some dummy HR data for a test import. You can unzip and edit this file using Excel but save it
as tab delimited text file for importing back into the system. Be careful, Excel automatically changes the case of the
column headers, so make sure that the case matches that of the original template before merging.
Once all employees are merged into the system, log in as admin and select the
Employees link at the top of the screen. Select the Reporter option in the Employee
Type list box. Edit the reporter and add all buildings to this account. This means that this
reporter account can now see all assessments carried out in those buildings. Further reporter
accounts can be set up in this way to grant access to selected buildings.
3.6 Select Login Method

There are several different methods of logging employees into the system. The system
should already be set up to enable employees to manually log by typing in their user ID into a
text box.
Additional automated methods of logging in are also possible and are described in further
detail in this manual. Please select one of the 4 log in options and continue
Manual Login
Active Directory
Session Variables
Database View
Use a separate Third-Party Learning Management System (SCORM v1.2 compliant)
Once the login method has been defined and set up, let the end-user test the system. See
section 3.6 for further configuration options.
3.6.1 Option 1: Manual Login

An appropriate log in file login.htm - has already been configured. Changes to
functionality (removing the admin link and/or the registration option) as well as
company specific customisations can be made to the login.htm file using any
standard HTML editor.
Once the system is set up send instructions to the end-user to access the
http://servername/lms/login.htm to log into the system.
http://servername/lms/default.htm can still be used to manually log in to the system
without needing a password. Be careful to password protect any of the default
admin, reporter and employee passwords before going live.
3.6.2 Option 2: Active Directory

This options means that users will neither have to register, nor log-in prior to using
the system. This option is carried out by enabling the e-learning system to accept
session variables from your existing intranet or authenticate using Microsofts Active
Directory.
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To set up Active Directory, select that option in the install, else make a copy of the file
login.asp and rename ACD_login.asp to login.asp. The login in details for each
user will be automatically detected when visiting this page.
You will now need to edit this file in order to enter a valid Active Directory user name
and password (this is necessary in order to validate the login procedure with the
server.) Any valid Active Directory account can be used (see below for details of
where the changes should be made.)
Below is a list of the mandatory fields necessary to enter the system. These fields
can easily be switched for other fields in your AD structure, contact e-learning WMB
for details as to how this can be done.
e-LMS Field
UserFName
UserLName
UserEmail
DeptName
UserLocation
UserSite
UserGroup
Corresponding Active Directory Field

FirstName
LastName
Mail
physicalDeliveryOfficeName
Location
Company
Department
Mandatory
Y
Y
Y
Y
When implementing Active Directory, ensure the Integrated Windows Authentication

is turned on for this site. This is carried out from within IIS (website folder
Properties> Anonymous access and Authenication Control > Edit) by checking
the Integrated Windows authentication as shown.
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Once the system is set up send the end-user 2 URLs to access the system:
http://servername/lms/login.asp is for standard employee access, to carry
out the training
http://servername/lms/default.htm can still be used by administrators for
manually logging in. NB You can assign Active Directory users additional
security profiles (e.g. admin, reporter and employee) so that you can
eventually remove this file from the system.
3.6.3 Option 3: Session Variables

The system is able to accept existing log in data from another IT system stored in
session variables. These session variables are declared on a previous web page and
are automatically detected by the Learning Management System.
To enable this first open the file const.inc with notepad and change the appropriate
line to "Const use_SessionLogin = True". Then edit "mlogin.asp" using notepad to
alter the names of the session variables to correspond to those used by your existing
system. These variables are listed at the start of the file.
Also rename the file "check_login.asp" to " standard_check_login.asp" and the
current " ACD_check_login.asp" to " check_login.asp".
You should consult documentation from your existing system to determine what these
variables should be called. Fill in the table below before attempting the code change.
e-LMS Field
UserFName
UserLName
UserEmail
DeptName
UserLocation
UserSite
UserGroup
Corresponding Session Variable Field
Mandatory
Y
Y
Y
Y
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http://servername/lms/mlogin.asp is for standard employee access, to carry
out the training
http://servername/lms/basic_login.asp is for management and
administrators to log into the system using the default reporter and admin
accounts (further accounts can be added to the system later.
3.6.4 Option 4: Database View from different data sources

Sometimes data may already exist in a number of data sources (e.g. Active Directory
and your HR Database). You can combine the data into a single database View
which the Learning Management System can read and attribute to users when they
log in.
Inside Const.inc at line 13 set Const use_FPLogin = True, which means
that the login process will be done with fitzpatrick_login.asp with
respective functionality.
2) Inside the database there is a View named FitzpatrickUsers which will
select from the table FPUsers (this table is exact scheme of what the view
should return, and is used only for development), the view should be altered
by your database administrators to select from your data sources (e.g. Active
Directory and a HR Database) but should return the same structure as
table FPUsers.
3) UserType column on view FitzpatrickUsers should contains user type
ID 1 to log in as a normal employee.
1)
Also rename the file "check_login.asp" to " standard_check_login.asp" and the

current " ACD_check_login.asp" to " check_login.asp".
http://servername/lms/login.asp is for standard employee access, to carry
out the training
http://servername/lms/basic_login.asp is for management and
administrators to log into the system using the default reporter and admin
accounts (further accounts can be added to the system later.
3.6.5 Option 5: Use a Separate Third Party SCORM v1.2 LMS

If you wish to interface the e-learning courses of Open Elms with a third-party
SCORM v1.2 Learning Management System (i.e. other than Open Elms) then this
can be done. Please contact us at Open Elms for further details.
3.7 Review Configuration Options

The Learning Management System is highly configurable. Read through this section to find
out the options open to you, prior to the final step in activating the system.
3.7.1 Customising the Registration and Login Screen

Customising the Logo
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The logo can be changed by replacing the file images/logo.gif with one of your
choice. The coloration can be changed by editing the associated style sheet at
styles/lms.css.
Changing the Default Course.
When you register or log in for the first time via an automated log in procedure you
will be added to the system as a new user with a number of default courses added to
your account.
To alter the default course(s) the new user is assigned, log in as admin and click on
the LMS Configuration link. There you will be able to define the courses ID (check
the ID of each course by editing each one via the Course link) that are assigned to
each user REG_AssignedCoursesIDs as well as the optional default course a new
user would receive (REG_DefaultCourseID).
You can also chose a REG_EmployeeProfileID which assigns a new security profile
to new users (this is set as a standard employee profile of 1 by default).
Changing the Allowed Domains

Also if you want to change valid email domains which will enable the user to register
only with your company domain(s), then you have to make this in the registration.asp
file on line 66 and also in validation.js file on line 276.
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3.7.2 Prevent Access to Test and Assessment.

Access to the test in each learning module (if the test and/or assessment are located
at the end of the module) can be prevented prior to a certain percentage of training
screens being completed first. Similarly access to the assessment can be prevented
prior to a percentage passmark being achieved on the test.
To set these percentages log in as an administrator and select the Courses option
then edit the course details. Here you can set each percentage and alter the
description of the course which the employees see.
3.7.3 Alter the Log-in Screen

The existing log-in screen are generic and includes some demo password
information. This screen can be customized with your companys logo etc. To
achieve this, change the file login.htm in the root folder of the web application.
There are further options available to you for customizing the log in screen e.g.:
Allowing multiple assessments per person for different locations
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Allow employees to register themselves into the system

Restrict the number of fields required when registering (e.g to name and
building)
For further information contact Openelms Support UK +44 1344 382 577 US 00 1
(646) 461-6210 or e-mail info@openelms.org
3.7.4 Flash Media Server

If the course you are running includes video then the video is probably streamed to
the trainees PC using Flash Media Server. This means that the video is not
downloaded on to the local PC but rather played in real-time; this has the advantage
of allowing quicker response times to loading the video and does not take up hard
disk space on the PC.
By default e-learning WMB courses streams video over the internet from our Media
Servers. The response times and video quality can be greatly enhanced however by
installing Adobe Flash Media Streaming Server 3.5 or the free Flash Media
Development Server edition which is limited to 10 concurrent users (acceptable for
most small scale roll-outs.)
3.7.4.1 Installing Local Flash Media Streaming Server
It is recommended that the development edition is installed first since this
can always be upgraded after initial testing.
The installation can be found on Adobes website (www.adobe.com and
search for Flash Media Server Installation) and up to date installation
instructions can be found there. If you are hosting the software on the same
server as IIS and SQL Server it is recommended that when installing you
*******DO NOT user port 80*******
(port 81 should be fine and can be entered during the installation process).
This is because IIS and Flash Media Server will compete for this port and
can cause either of the services not to work. If you have installed on port 80
you must reinstall and change this to port 81.
N.B. If you decide to install Apache, then you will need to restart IIS services
since this operation can stop the IIS server.
3.7.4.2 Configuring the Course to run Locally
Now that Flash Media Server has been successfully installed it is necessary
to make changes so the video can run of the Flash Media Server (FMS).
Copy Video Files
The videos can be found on the videos subfolder on the CD. If you do not
have a CD then request the appropriate presenter video file(s) from elearning WMB (this will be made available for immediate download). The
video name will match that defined in the <video> tab in the information.xml
file.
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Using the default settings you will then need to copy this video to the
c:\Program Files\Flash Media Server 3.5\applications\vod\media location
on the Flash Media Server.
Alternatively you can record your own video presenter, contact us to find out
how this can be done.
Configure XML
You can set the video streaming location using Jackdaw>Open Course>
Options. Often this will be quicker by opening a file called information.xml in
main _folder/ecourses/course_name//xml folder in a text editor such as
Notepad. Scroll to near the bottom of the file and find the <server> item. The
following table describes the options available; you will need to change it to
the third option.
<server>wmb</server>"
The default option runs the video over the

internet from e-learning WMBs Flash
Media Server
<server>null</server>"
progressively downloads the video, this
can cause it to be stilted and negatively
affect the Flash (taking up memory
resources. This is suitable only for short
video clips.
<server>localfms</server>
Change to run off your locally installed
Flash media Server using the standard
default media server address (i.e.
rtmp://localhost/vod/video_file_name.flv)
NB If you media server address is not
rtmp://localhost/vod/video_file_name.flv then contact support@elearningwmb.co.uk with your server address to receive a new file.
Check XML
The course video should match the name specified in
<vid>video_name</vid> item in the XML (note that the .flv extension is never
used in the xml file.)
If you decide to use a video file with a different name then you must change
this value to reflect the new file name (without the .flv extention.)
Enable Flash Video on IIS
By default IIS does not check whether the MIME type for flash video has
been enabled on IIS. This will need to be enabled to ensure Flash video
runs.
To do this right click on either the individual site or the full server, and then
click Properties. Then follow these steps:
1. Click on the HTTP Headers tab.
2. Choose File Types and click New Type.
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3. Add .flv for the associated extension, and video/x-flv as the contenttype.
4. Click OK to save the addition, and close out.
You may then need to restart the service to see the change in effect.
NB You will only see the videos if running the files via an intranet/internet
http or https connection.
3.7.5 Setting Up Autoemail

Autoemail is an important feature of Jackdaw, it enables managers to automatically
chase users to complete training etc with no effort whatsoever. To activate Auto
email functionality, you need to do the following steps,
1.
2.
Go to Control Panel-> Scheduled Tasks

Double Click on Add Scheduled Task
3.
4.
Click Next on the first screen

On second screen Click on Browse button:
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5.
Select email_schedule.vbs from the installed LMS Directory.
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6.
Enter The Name and chose one of the options of Perform this task of the
new Task, and click next:
7.
On the next screen select desired options, click next:
8.
Here.you must enter your username and Password, click next.
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9.
Select Open Advanced propertiesand click finish.
10.
a.
On this Screen in the Run field you need to change the default value to :
For 'Reporter notified of a new task(s) Auto-email
wscript C:\PATH_TO_LMS\email_schedule.vbs /path:http://URL_TO_LMS/NotifyReporterOfANewTasks.asp
b.
For Email queries. When Autosend is checked then the email will not
appear in the Today view but automatically be sent when due.
wscript C:\PATH_TO_LMS\email_schedule.vbs /path:http://URL_TO_LMS/EmailsDueAutosend.asp
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11.
12.
Click ok, to finish,

Test the system.
3.7.6 Jackdaw: the Content

Management System
Existing e-learning content can be changed by
opening the Content Management System:
Jackdaw (this can be installed from the
www.openelms.org/jackdaw link). It is advisable
before editing any course that you make a copy
of the course, this location of the servers
courses and the course copies should loaded
on to the system as shown.
More information about the content

management system can be found in chapter 8
towards the end of this manual.
Jackdaw should only be installed on the client PC of whoever has permission to
change the e-learning content. This use of this tool is optional, so please check with
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the end user to determine whether they wish to alter the content of the e-learning
themselves or not prior to installation.
1
2
3
4
5
Download the installation from www.openelms.org/jackdaw .

Unzip the contents into a folder on your PC.
Run the setup file.
Follow the on-screen installation instructions.
Make a copy of the course you want to customize on the users PC into their My Documents/My Jackdaw
Courses (you will find courses on the server in the lms/ecourses folder.)
Jackdaw enables novice computer users to make sophisticated changes to the elearning with no programming skill needed. See www.e-start.co.uk for an example
where this is vital in induction or on-boarding training.
3.8 Activate Employee Management System

The Employee Management System can be activated for any number of users on a course by
course basis. Email info@openelms.org with details of your company name and the product
purchased.
Our accounts department will check your account and then contact you with details on how to
activate the system.
If you are having a problem with the installation then visit our website for further
details at www.openelms.org
else contact us at:
info@openelms.org or UK +44 ( 0 ) 1344 382 577 or US 00 1 (646) 461-6210
3.9 Administration Functions etc

The system should now be up and running. For further details on importing SCORM courses,
setting up profiles and general business configuration, see section 7 on Administration
functions.
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4 Upgrade Installation
4.1 Introduction
If you are reading this section then you have already installed Open Elms and you are
upgrading from a previous version. Follow the step by step instructions to complete the
upgrade installation. These instructions assume you have installed a version 5+ of the
application, if you are still using version 4 (pre June 2007) then contact e-Learning WMB or
refer to a version 5 manual for instructions.)
4.2 Install into a NEW Application Folder

Run the installation from the web (downloaded from www.openelms.org/downloads) or found
on a supplied CD. Follow the installation instructions but this time select type the destination
folder as a new location on your server.
Make sure you edit the db.inc file to replicate the connection string in the last install. Namely
the lines, but call the database a new name such as lms_v6:
"server=replace_Server_Address or Name;
uid=replace_Username;
pwd=replace_Password;
database= lms_v6;"
See Basic Installation instructions for further details.
4.3 Make a Copy of Your Existing Database

So as to not interrupt your existing installation, make a copy of your existing database we
will use this database for the new installation. Do this by opening your database management
program (such as Microsofts Enterprise Manager or the free DbaManager 2K) and back up
the database and then restore this as a new database. Give this database the name
lms_v6.
NB: Never attempt to update the database before you have made a back up copy.
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4.4 Update the Database Copy

Updating the database copy is carried out by running the appropriate queries stored in the
database/queries folder in the application folder (or on the CD.) If you are unsure of which
queries to run then contact e-Learning WMB.
Tip: You should be able to tell which ones you need to run by examining the /database/ver.txt file and
comparing them with the date of your installation.
Open your database management program such as Microsofts Enterprise Manager or the
free DbaManager 2K, right click on the database and select to Query the database. This
should open up a SQL query window. In this you will need to paste the contents of each query
in turn (starting with the oldest query first) and then select to run the query. Repeat this
process for each query until you have run the last one.
If you have called your new database a name other than LMS_V6, you will need to open
each query up in Notepad first and change this match your databases name.
The database will now be updated and you can continue to use the new application.
NB Different database management programs handle database names in different
ways. If you experience a message saying Database not found then try removing or
adding square brackets around the database name (i.e. [databasename]).
4.5 Implement Previous Branding

You may have branded files (logos, images, styelsheets, html content) which are unique to
your organization. These files will include register.htm, standard_login.htm and login.htm. Be
careful to copy over any images and styles as well (/images2 and /styles2 folders.)
4.6 Activate the Application

Browse to the login.asp file in the new application (if
unsure how to do this using the internet browser you
can use IIS to select this file and click on Browse
from the right-click menu) and log in using your
administrator password.
If you are updating to a new course supplied by a
third party supplier (e.g. e-Start, e-Office Safety etc.)
you will need to activate the appropriate course for
your organization. To do this log in as an
administrator and open the course, then call Open
Elms with the key code and a counter code will then
be offered to unlock it.
4.7 Copy Existing Courses

Existing courses in the previous version of Open Elms will probably not be supplied in the
same form and will need to be copied over.
To do this open up Windows Explorer and copy over all the folders in the eCourses folder.
These courses will then appear when selected in the new installation.
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4.8 Add new Courses to Employee Accounts

The new version will have updated courses, these will differ from the ones stored in your
previous installation (see previous item).
In order to upgrade to these new
courses you will need to log in as
admin and add these courses to your
database (found in the ecourses
folder).
Note that if you are using Active
Directory or manual registration, then
the system will automatically look for
these new courses over your previous
course versions. If you want to
override this then you will need to edit
the course IDs in the login.asp (if
using Active Directory) or the
register.asp file.
Look in the previous installations
login.asp/register.asp if you are unsure of which are the old course IDs you should be using.
To implement Active Directory in the new install follow the instructions in this manual under
Option 2: Active Directory Installation.
4.9 Update the User Population

Now you must alert the user population of the new application - this can be done by simply
renaming the application folder to the one used previously.
If the users have access to newer versions of the old courses, then they will be effectively
have been assigned 2 versions of the same course. The newer one would subsequently not
had data attached to it, the users should be made aware of this in case they think they have
lost data.
4.10 And finally

It is wise to keep a back up copy of the old database and application.
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5 The e-learning
5.1 Introduction
The e-learning imparts knowledge to the user, tests that knowledge and then asks questions
which identify problems to management.
This process is designed to be user-friendly, combining graphics and diagrams - the user
should find the e-learning both informative and fun to use.
5.2 Starting the e-learning process

Employees should be emailed with the link to the appropriate log-in screen (e.g.
http://localhost/lms/login.asp where localhost is the name of the server). If company
employees have already been imported into the Learning Management System, then set up a
query to email personnel who have not done an assessment help will be given on how to do
this in the Learning Management System chapter.
Once logged in the e-learning session can then commence.
5.3 e-Learning Navigation

The screen shot identifies all elements of the system:
1) This is the tracking

menu, when a screen is
Not Attempted the
circle is white, when the
screen is Browsed or
Incomplete then it is
half-shaded and finally
when the screen is
completed the circle
turns black.
2) This is the navigation
button which enables
the user to progress
through the e-learning
in sequence.
3) This opens the training
results.
4) This opens the results
of the exam.
5) The certificate is evidence of successful completion of the training and exam.
6) The Select course link enables the employee to select another course.
7) Logs the user out of the system.
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Manager Access
5.4 Introduction
A Manager of the e-learning is anyone who has responsibility for employees undertaking the
e-learning.
In the table below are listed some example users and the advantages they can gain from the
system.
User
HR/Training
Manager
Tasks
Enter new employees into the system.
Oversee induction and other training.
Line Manager
Facilities
Manager
H&S Manager
Automatically email users to do training and

email feedback on successful completion.
Review the assessment results of personnel
for which they have responsibility in case
any intervention is required.
Reviews requests for new items of
equipment. Any new requests automatically
appear as tasks that need attention.
The facilities manager can produce
purchasing reports for areas over which
he/she has responsibility.
Set up companywide reports to examine the
effect of the H&S elements of e-learning
Setup emails to automatically inform users
when their next assessment is due. Such
emails are automatically resent until the
assessment is done.
System
Open Source
Learning
Management
System (LMS)
Employee
Management
System (EMS)
Employee
Management
System (EMS)
Employee
Management
System (LMS &
EMS)
To see the Management System in action log in using the password reporter.
5.5 Standard Open Elms LMS vs. EMS

Before commencing a tour of the system, it is useful to denote the difference between the
Standard Open Elms LMS and EMS systems.
The LMS (Learning Management System) is both SCORM compliant and open source. This
has a number of advantages in that:
a) there are no limits in its use; the software is 100% free
b) it can be used to host SCORM e-learning from other vendors
c) the system is under continual development from the Open Elms community.
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The EMS (Employee Management System) goes one step further than a traditional Learning
Management System. The additional functionality includes:
a) Enhanced testing and examinations features
b) Task assessments (i.e. questions are asked which illicit a task)
c) Associated workflow and audit trail is kept
The EMS is outside the Open Source agreement and is available as Freeware for up to 10
users per course. Licenses can be purchased at a starting price of 10 per user for the EMS.
Since some functionality will only apply to the LMS or EMS it is marked accordingly on the
screen and in the manual.
5.6 Screen Layout

* Standard Open Elms LMS and EMS
When logging in to the Learning Management System (at the Reporter Level or above) the
screen will resemble that below.
1) Today This automatically generates operations which are due for attention today.
These can include tasks which are pending, or reports and emails which need to be
generated.
2) Topics Data is separated out into 4 categories: Training and Quiz (Open Elms
SCORM LMS functionality) and Exam and Assessment Data (part of the EMS).
3) Queries Reports and Email queries are stored here for future use.
4) Audit Trail An list is kept of all emails sent out to employees
5) Risk Assessment this is a separate risk assessment form which carries out
quantified generic risk assessments (this is only available if purchased separately.)
6) Search The search function filters the data displayed. You can search by Employee
for management reporting or by Subject.
7) Data This is the filtered data relevant to the currently selected tab.
8) Log out the user can log out by closing the window or clicking here. The user may
also have the option of administering the system by clicking on an Administration
link.
9) Help the user can access an interactive help file by selecting this button.
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NB The risk assessment tab may also be visible if you have purchased the optional
generic Risk Assessment module.
The functionality held within each tab will be described
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5.7 Today
* LMS and EMS
This is a list of operations which are due to
be carried out. Information in this tab
enables you to handle the data on a day to
day basis.
5.7.1 Search
* LMS and EMS
The data in the Data area can be filtered using the search bar at the left hand side of the
screen. Enter text to search for a particular task, report or email, else define a search filter
then press [Search]. The data will be filtered accordingly.
5.7.1.1 Employee Search vs. Subject Search

Employee searches are essentially used for searching or filtering for an employee or group
of employees upon which tasks are due.
Subject searches are used to find a particular task (which can apply to a number of
employees), report or email which is due for review.
Examples of these searches are listed below
Employee search
List tasks attributed to person x.
List incomplete tasks attributed to person y
List all tasks attributed to department z
Subject Search
List all persons who have a new (Not
Attempted) task a
List all persons who have an incomplete
task b.
List all reports which have the word seating
in their title
5.7.2 Pending Tasks

* EMS only
This is a list of tasks which have a status of either In progress or Deferred indicating
that a task has had a date assigned to it for further action, but that action has not been
completed.
To see what action is needed click on the task name. This will bring up the screen shown
below:
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1) Change Status once the task has been carried out the status can be changed to:
* Deferred: saved for a later date when the manager will be reminded again
* In progress: a corrective measure has been started or the issue has been passed
to another manager to deal with it.
* Completed: the manager has dealt with the issue and signed it off.
2) Reassign the task - to another manager if necessary.
3) Enter Date if you want to alter the date on which the task will be deferred to then
change the date.
4) Enter Comments any details about the process by which the task will be carried
out can be entered here. This can be an instruction to the user or a memo.
5) Attachment File add a file to this task (only available in Intranet Version).
6) Copy email - send an email with details of this task to any managers with shared
responsibility for this location.
7) Save Changes save alterations made.
The goal is to remove the task from the Today list by either scheduling the task for a later
date or changing its status to Completed.
5.7.3 Not Attempted Tasks EMS only

* EMS only
These tasks have a status of Not Started which indicates that these are new tasks which
have been initiated by users.
Again click on the task to either schedule an action for a later date or set it as Complete.
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5.7.4 Reports due for review

These are predefined reports which are
automatically generated at periodic intervals
(defined in the Queries tab.)
Click on the report title then press [Print] to
preview the report.
More information is given on generating reports

for Training, Exams and Tasks later in the
manual.
NB Graphs are not available on a standard hosted internet service by Open Elms.
5.7.5 Emails due to be sent

These are predefined emails which are automatically sent out at periodic intervals (defined in
the Queries tab.)
To send out the email click on the email title, then press [Send]. Instruction is given on
generating these emails later in this section.
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5.8 Learning and Management

The Learning and Management tab consists of 3 subject areas:
Training a complete record of all e-learning from the open source Learning
Management System e-LMS.
Exams the results of any competency assessments from the Employee
Management System.
Tasks tasks which are required to be carried out as a result of an online survey
such as a risk assessment from the Employee Management System..
Each section is described in turn along with the functionality common to all these subject
areas.
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5.8.1 Training *
* Standard Open Elms LMS
When a screen is visited by each user a number of parameters are recorded. These
parameters include time taken on each screen, date last entered each screen, status of the
screen (i.e. Not Attempted, Browsed or Completed).
A summary of this information is displayed on the screen.

The search bar on the left hand side of the screen allows you to do two types of search:
Employee searches are essentially used for searching for an employee or group of
employees upon which management reports can then be produced.
Subject searches are used to find a particular training lesson (which can apply to all
employees in the selected department, site, location and group) and list the performance of all
personnel for this lesson.
Employee search
List training performance on all questions
attributed to person x.
Set up an automated email to all personnel
who have yet to complete the training
Produce a management report with graphical
analysis on all personnel who have
completed the training.
Subject Search
List all persons who have completed a
lesson on First Aid
List all persons who have browsed but not
yet completed a lesson on Seating posture
Find all lessons accessed in the last week.
Note that you can select multiple fields by holding down [Ctrl] + selecting the fields in
the list boxes.
5.8.1.2 Training: Detail
Click on a users name in the Training Data area to see the full training record for that user.
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Select [Export] to send the information to Excel.

Select [Email] Employee to send the selected employee an email
Select [Print] to print the training record.
NB Further email and printing options are described in the Functions section of the manual.
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5.8.2 Quiz *
* Standard Open Elms LMS
Throughout the e-learning a number of questions can be asked which assess the competency
of the employee, the total score from these quizzes are stored in the Quiz tab.
There is no further breakdown of this information, for this you will need to look at the Exam
tab which is part of the Employee Management System.
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5.8.3 Exams
* EMS only
Throughout the e-learning a number of questions can be asked which assess the competency
of the employee. The answers to these questions have an associated state (Pass or Fail)
and a score.

Employee searches are essentially used for searching for an employee (or group of
employees) upon which management reports can then be produced.
Subject searches are used to find a particular exam question (which can apply to all
employees in the selected department, site, location and group) and list the performance of all
personnel for this question.
Employee search
List exam performance on all questions
attributed to person x.
Set up an automated email to all personnel
who have failed the exams pass mark
Produce a management report with graphical
analysis on all personnel who have passed
the exam.
Subject Search
List all persons who have got a question
correct a lesson on Manual Handling
List all persons who have got a question on
Seating posture incorrect, with the intention
of sending them an email with further advice.
Find all questions accessed in the last week.
the list boxes.
5.8.3.2 Exams: Detail
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Click on a users name in the Exam Data area to see the full exam record for that user. By
each question is the employees answer along with feedback and the resulting score.
The employees will see the same Exam record by clicking on the [Exam] link at the bottom of
the e-learning screen.
Select [Export] to send the data to Excel.

Select [Print] to print the exam results and feedback record.
NB Further email and printing options are described in the Functions section of the manual.
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5.8.4 Assessment
* EMS only
At the end of each e-learning module a number of questions are asked which have an
associated task connected to them. These questions together make up an Assessment.
An assessment could be assessing the workplace (such as an ergonomic assessment of an
employees workstation) or an assessment of a job function (enquiring whether the employee
has carried out the tasks required of them, the nature of the assessment depends upon the
type of course which proceeds it.
A summary of the assessment information is displayed on the screen.
5.8.4.1 Assessment Status

Once an assessment is ready for management intervention, the status of the assessment is
set to Submitted this tells the manager that work is needed to be done on the assessment.
The Total Rating column contains information on the seriousness of the assessment. The
colour of the number from green to red denotes increasing concern.
If the assessment has a rating of 0 and has been submitted, then it can be closed (i.e. dealt
with.) To do this select the appropriate assessment and click on the [Set to Closed] button.
If however the rating is greater than 0, you will need to review the task information in the
assessment and reduce this number preferably to 0 (see 5.4.3.3-5.4.3.4 for details on how
this is done.)
Employee searches are essentially used for searching or filtering for an employee or group
of employees upon which tasks are due.
Subject searches are used to find a particular task (which can apply to a number of
employees).
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Employee search
List tasks attributed to person x.
List incomplete tasks attributed to person y
List all tasks attributed to department z
Subject Search
List all persons who have a new (Not
Attempted) task a
List all persons who have an incomplete
task b.
List all tasks which have the word seating in
their title
the list boxes.
5.8.4.3 Tasks: Detail
Click on a users name in the Tasks Data area to see the complete list of tasks required for
that user.
N.B. When an assessment has been submitted, the employee will not be
able to change the original assessment questions, but will have access to
these details.
Select [Export] to send the information to Excel.

Select [Print] to print the training record.
To edit the tasks on the screen select a name.
5.8.4.4 Editing Tasks

1) Change Status once the task
has been carried out the status
can be changed to Completed
otherwise set it to Not Started
if you have looked at the problem
but not scheduled a corrective
action or Deferred or In
Progress if an action is
scheduled in the future.
2) Enter Date if you want to alter
the date on which the task will
be, or has been, carried out then
change the date.
3) Reassign Task to assigns the
task to another manager for
attention.
4) Enter Comments any details
about the process by which the task will be carried out can be entered here. This can
be an instruction to the user or a memo.
5) Attachment File add a file to this task (only available in Intranet Version).
6) Copy email - send an email with details of this task to any managers with shared
responsibility for this location.
7) Save Changes save alterations made.
N.B. The goal is to remove the task from the Today list by either scheduling the task for
a later date or changing its status to Completed.
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Functions
5.8.5 Search
The data can be filtered using the search bar at the left hand side of the screen. Enter text to
search for a particular user, else click on the Advanced Search button to define a search
filter then press [Search]. The data will be filtered accordingly.
5.8.6 Print
The Print button will produce a report on the data currently displayed on screen. If you wish
to change the data which is to be included in the report select a different search filter.
Press the [Print] button to produce the Training Summary Print Screen below:
1) Report Title - this will appear on the

document and can be used for searching
for the report at a later stage.
2) Description this can include details of
the chosen search filter etc.
3) Create a reminder if you wish to review
this report again at a later stage then set a
reminder the report will then appear in the
Today section when the reminder is due.
Note you will need to Save the report for
the reminder to be active.
4) Save the report for later use. It will
appear in the Queries section for later use.
5) Report Score if you wish to report of the
score or the number of people who match the criteria.
6) Graphical analysis select the appropriate graphical analysis you wish to see on
screen.
7) Print - press the [Print] button to preview the report on screen. The report can be
printed by selecting from the menu File > Print.
5.8.7 Email
The [Email] button will send an email to employees currently displayed on screen. If you wish
to change the search filter, this will affect the personnel to whom the email will be sent.
Press the [Email] button to produce the Training Summary Email Screen below:
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1) Email Subject - this will

appear in the subject line of
the email and can be used for
searching for the report at a
later stage.
2) Description this can
include details of the chosen
search filter etc.
3) Create a reminder if you
wish to send out this email
again at a later stage then set
a reminder the email will
then appear in the Today
section when the email is due
to be sent. Note you will need
to Save the email to make
this nagging email active.
4) Save the email for later use. It will appear in the Queries section for later use.
5) Autosend send the email automatically when it is due (3.6.4 to see how this is
configured on your server.)
6) Send - press the [Send] button to send the email to the selected users.
5.8.8 Export
Click on the [Export] button to export the displayed data into ASCII delimited text format. This
data can be merged into a data analysis package such as Microsofts Excel for further
analysis.
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5.9 Saved Searches

5.9.1 Introduction
The Saved Searches tab contains any Report or Email queries that have been defined in the
Learning and Management area of the program.
NB Queries can only be defined when printing or emailing from the Learning and
Management section.
The advantage of saving these search queries is that they can be reused at will and compare
against old data instantaneously.
5.9.1.1 Example Queries

Below are some sample queries you can of course remove these and add your own
Report Queries
Name
Training take up
Pass Exam
Rationale
This simple report gives the
percentage of completed screens
per person. This is a useful monitor
of the spread of e-learning in your
organization.
In depth analysis of the effectiveness
of the exam. The study looks at the
effect various parameters has on
scores such as department, location,
time, question etc.
This report is printed off and
reviewed every month.
Safety analysis by job

function
Identifies at risk groups. Groups

have been defined by job function
i.e. sales, admin, finance etc.
Using this analysis you can
graphically identify at risk groups
and act accordingly.
Search Filter
Employee Search
Training
No filter defined
then Press [Print]
Press
Employee Search
Exam
% Correct from =60% to =
100%
Repeat days = 30
Press [Search] then
Graphical Analysis = All
selected
Press [Print]
Employee Search
Task
Course =Office Safety
Groups =select the groups
you wish to compare (Ctrl +
Select)
Press [Search] then
Graphical Analysis = Group
Press [Print]
Email Queries
Name
New Users
Rationale
Emails any new users who have
joined the company, welcoming
Search Filter
Employee Search
Training
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them to the system with an

appropriate URL.
This email is sent out every month to
appropriate users until they have
started the assessment.
Sends an email to users who have
failed the exam and continues to
send out the email weekly until the
exam pass mark of 60% has been
passed.
Failed Exam
Open Assessments
Due Assessments
New Seat Procedure
Email employees with open

assessments, informing them to
complete and Submit the
assessment by pressing the [Submit]
button at the end of the assessment.
Email employees who are due to be
reassessed.
This is a specific email which informs

the user of the necessary procedure
to carry out if a new seat has been
requested as part of the risk
assessment.
This email is automatically sent out
every week, but only sends the
message to anyone who has this
problem once. This is handled by the
Date strings.
% Complete from = 0% to =
1%
Press [Search] then
Repeat days = 30
Press [Send]
Employee Search
Exam
% Correct from =0% to =
59%
Press [Search] then
Repeat days = 7
Press [Send]
Employee Search
Assessment Status =Open
Press [Search] then
Press [Send]
Employee Search
Course = Selected course(s)
Show Due
Assessments=checked
Press [Search] then
Press [Send]
Subject Search
Task
Search Text* = Seat
Date from** = (todays date
1 week)
Date to** = (todays date)
Press [Search] then
Repeat days = 7
Press [Send]
* NB You must click on an employees name to search on this parameter

** Enter the date string e.g. 05/11/2007 when the query is made. The program will automatically alter the date for
future queries to a week in the past etc.
5.9.1.2 Benefits
Queries have three major benefits:
Data can be analyzed automatically which leads to direct and immediate

management intervention. Setting up autoemails means that not management
intervention is needed at all!
Meta-analysis of the data leads to the identification of underlying trends in the work
environment which can in turn affect overall policy etc.
They guarantee the effectiveness of the system by sending out emails to personnel to
ensure that the system is used.
Remember queries are defined originally in the Topics tabs, but the existing queries can be
edited by clicking on report or email name in this section.
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5.9.2 Report Queries

To delete a query select the query and then press the [Delete] button. Queries can be edited
by clicking on the report query name. This displays the Summary Print Screen below:
1) Report Title - this will appear on the
document and can be used for
searching for the report at a later
stage.
2) Description this can include details
of the chosen search filter etc.
3) Create a reminder if you wish to
review this report again at a later stage
then set a reminder the report will
then appear in the Today section when
the reminder is due. Note you will
need to Save the report for the
reminder to be active.
4) Save the report for later use. It will
appear in the Queries section for later use.
5) Select whether to include raw scores in the report, else include numbers of people
who fit the criteria.
6) Graphical analysis select the appropriate graphical analysis you wish to see on
screen.
7) Print - press the [Print] button to preview the report on screen. The report can be
printed by selecting from the menu [File] > [Print].
5.9.3 Email Queries

To delete a query select the query and then press the [Delete] button. Queries can be edited
by clicking on the email query name. This displays the Summary Email Screen below:
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1) Email Subject - this will appear in the subject line of the email and can be used for
searching for the report at a later stage.
2) Description this can include details of the chosen search filter etc.
3) Create a reminder if you wish to send out this email again at a later stage then set
a reminder the email will then appear in the Today section when the email is due to
be sent. Note you will need to save the email to activate this nagging email.
4) Save the email for later use. It will appear in the Queries section for later use.
5) Autosend send the email automatically when it is due (3.6.4 to see how this is
configured on your server.)
6) Send - press the [Send] button to send the email to the selected users.
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5.10 E-Mail History

5.10.1 Sent Mail

Any emails sent out by the system are recorded in the Sent Mail tab. e-LMS keeps a
complete audit trail of all correspondence issued by the system which can be reviewed here.
Click on the [employees name] to see the contents of each email.
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6 Administrator Access
6.1 Introduction
An Administrator of the e-learning is anyone who has overall responsibility for the setting up
and day to day running of the e-learning. This does not necessarily need to be someone from
the IT department, although they should be closely consulted if the system is to be installed
on site and/or integrated with existing HR systems (for details on this process see chapter on
installation.)
The administrator has many options which allow the customization and configuration of the
Standard Open Elms LMS (Learning Management System) and EMS (Employee
Management System) systems. If the system has been installed onsite, view the
administration login by entering the default password admin (this will not work on the web
system since the information there is confidential.)
6.2 Courses
Click on the Courses button at the top of the screen to view the courses held on the system.
There are a number of parameters listed with each course which can be edited here:
Parameter
Course Name
Import Manifest
Exam pass mark

Training percentage
completion
Time after which a
closed assessment is
due
Activate new
assessments upon
moving
department/location/site
Course description
Description
Enter or edit the course name
e-learning courses are imported into the system by loading the
SCORM manifest here and copying the course files into the
course directory this is a sub folder of the ecourses folder
within the application.
Created courses can be imported using the provided Jackdaw
Content Management System or from any other SCORM elearning vendor
The pass mark which the user needs to reach in order to move on
to the task assessment
The percentage of training screens which need to be completed
prior to accessing the exam
After the specified time, a submitted assessment is visible to
managers. Place this at 1 day if you want managers to see
assessments immediately
A new assessment is activated for an employee if they move their
job junction or location this is necessary if the assessment is
related to the persons job function (refresher training) or location
(e.g. a workstation assessment)
This is a description of the course which is seen by employees
prior to running the course
6.2.1 Importing Courses

You may be supplied with a course which is not currently in the Learning Management
System database. To import such courses into the system you will need to follow these steps
(below is an example from importing a course called e-Office Safety :
1. Copy the supplied course folder (containing manifest.xml file and all other course
files) into the /ecourses subfolder on the application server.
2. Fill in the course name this can be anything you like and need not be related to the
course folder name.
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3. Browse to the course folder and find the manifest.xml file this can be the one
stored in the server or a copy you have locally. This information contains SCORM
v1.2 tracking information which specifically applies to the training elements of the
course.
4. If you have a course supplied which has assessment and/or exam data then you will
also need to load in the quizxml.xml file. Simply check the folder for this file, if one is
present load it, otherwise leave this text box empty.
5. Enter the course directory, which is just the name of the course folder (not the full
path).
6. Enter a description of the course. NB If you are importing a SCORM 1.2 compliant
course which has a quiz score then you must include the word Quiz here.
7. If you are loading in the quizxml.xml data the Percent on Training and Percent on
Qualifying need to be filled in. This can be anything from 0 to 100%.
8. If your course needs to be run again when the employee moves location (for instance
a workstation assessment) then select any of the remaining checkboxes; otherwise
leave these blank.
9. Now press the [Update] button at the bottom of the screen. The course has been
loaded in.
10. Unless you are only using the SCORM v1.2 tracking, the course can be used for a
maximum of 10 users for testing purposes. To increase the size of the license to the
number purchased you will need to contact us to activate the course.
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6.3 Import Course Data

Course data may be imported from another SCORM e-learning system. To do this load in an
ASCII delimited text file with the SCORM header attributes defined on screen.
It is important to remember that prior to importing the data the course (with matching
courseID) must already have been imported into the Learning Management System (see
above).
6.4 Import Staff

There are numerous methods of entering staff into the system including manual registration,
using session variables and Microsofts Active Directory. An initial staff import will enable the
setting up of the organizational structure (departments, groups, locations, sites etc.) as well
as allowing reporters to be set up and assigned access privileges.
To import staff create an ASCII delimited text file with the header attributes as defined on
screen. If you are using a spreadsheet application to compile this list, ensure that the
application does not automatically change the case of the headers (e.g. FName may get
reformatted to Fname etc.)
Depending upon your server settings, this import may time out with thousands of staff in the
import. In such cases it is recommended that the files are split into groups of 300 staff each.
6.5 Employees
Once staff are imported (or register) onto the system, their names are listed in this section.
Alternatively staff can be added directly to this list by pressing the Add Employee button at
the bottom of the screen.
More importantly on this screen management privileges can be given to employees so they
can examine the results of others and act upon those results. To see how this is done Edit
a users record.
The screen is separated into a number of sections:
6.5.1 Personal Details

The employees user ID and password (if being used) are listed here along with the name and
email of the employee.
The three risk assessment checkboxes apply to a separate risk assessment module and can
be ignored.
6.5.2 Employee settings

The employee can be assigned any number of profiles (these are defined in the next section
on the admin tab.) Each profile gives the user a different set of privileges when using the
system. If an employee has been assigned more than one profile, the user will be able to
select the appropriate profile once logged in to the system.
At least one course should be added to an employees account, if the employee has more
than one course, then they will have the option of selecting which course to open after logging
in.
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Location specific information (location, site, cost centre, region, group and/or department) are
all selected here. If no information is available for any of these fields select the undefined
option for each.
The task action days, is the delay after which the employee should have any identified tasks
reviewed by management. This is required for certain employees who may require attention
quicker than others due to special needs or the relative status.
If the employee has left or the employee is a VIP then each checkbox should be selected.
Profiles can be set up so that only certain management users can see VIP users or those that
have left.
N.B If an employee logs in with updated information (this can happen if Active Directory
credentials change, or the HR database is updated), then this information will get updated
accordingly.
6.5.3 Reporter Access

Selecting departments for reporter access, means that management will see all personnel in
the selected departments. Any number of departments can be selected.
6.5.4 Line Manager Access

Employees for line manager access, means that management will see all the selected
personnel, regardless of the department in which they are working. This is useful in cases
where the employees manager does not necessarily have responsibility for the whole
department, or the employee is working in a different department from the line manager.
6.6 Profiles
Profiles can be added or edited by the administrator. Each profile is made up of a number of
different access levels these include:
Profile
IsEmployee
IsReporter
IsReceiveEmailNotification
IsReceiveEmailNotificationAssessmentCompleted
IsTrainingReporter
IsExamReporter
Description
Allows the employee to access the courses
Enables the employee to log into the
reporter interface
Receive standard email notification by the
reporters (email functionality currently in the
program)
Receive emails once an entire assessment
is set to completed this is new
functionality (applies to all stakeholder in the
assessment i.e. line manager (a reporter
who has employees assigned directly to him
more on this later), reporter and
employee)
Enables you to view Training in your
department(s) i.e. View the Training tab in
reporter access.
Enables you to view Exam Data in your
department(s)
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IsAssessmentsReporterView
IsAssessmentsReporterEdit
IsTasksAddAttachment
IsTasksViewAttachment
IsTasksComplete
IsAssessmentsClosedView
IsAssessmentsClose
IsReports
Enables you to view Task Data in your

department(s) BUT NOT EDIT THEM
Enables you to view Task Data in your
department(s) AND EDIT THEM
This allows you to attach an attachment to a
task.
This allows you to view the attachment.
This allows you to change the status of the
task to Completed if not status then not
shown this option in the drop-down list.
Once has an assessment has been closed
this enables you to still view them
This allows you to close the entire
assessment.
This allows you to generate reports by
pressing any of the print buttons on the
screen (only applies to reporter functionality)
IsSendEmails
This allows you to generate emails by

pressing any of the email buttons on the
screen (only applies to reporter functionality)
IsReceiveEmailNotificationTaskEdit
This sends the user (applies to all

stakeholders in the assessment i.e. line
manager, reporter or employee) an email if
anyone in the reporter has edited that
employees task. All these standard emails
should be defined by the administrator.
manager, reporter or employee) an email if a
reporter has closed the entire assessment.
manager, reporter or employee) an email if
the employee closes the assessment and
there are outstanding problems in that
assessment.
This enables the reporter to see and email
VIP users.
This is the same as current reporter/admin
access which enables the user to edit
employees.
This enables the user to access the admin
functionality.
Check this option if you want the reporter to
only see the list of tasks mentioned in the list
e.g. task a, task b, task c. Uncheck this
option and enter a list if you want the
reporter to NOT see items in the list.
IsReceiveEmailNotificationAssessmentClose
IsReceiveEmailNotificationAssessmentProblems
isViewVIP
isReporterAdmin
isAdmin
TaskFilter
The last option, task filter, is useful if the system is to be set up so that certain personnel only
see certain tasks. For instance you may not want a line manager to see responses to medical
questions and conversely occupation health staff should not see information about the
employees work.
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6.7 Departments
Departments can be added in this section. Remember that these fields are automatically filled
when a staff import is carried out.
6.8 Locations
Locations can be added in this section. Remember that these fields are automatically filled
6.9 Sites
Sites can be added in this section. Remember that these fields are automatically filled when a
staff import is carried out.
6.10 Groups
Groups can be added in this section. Remember that these fields are automatically filled
6.11 Cost Centres

Cost Centres can be added in this section. Remember that these fields are automatically filled
6.12 Regions
Regions can be added in this section. Remember that these fields are automatically filled
6.13 LMS Configuration

Any of the location fields: department, location, site, group, cost centre and region can be
relabeled to match the unique structural requirements of your organization. Changes made
here will then propagate down to all levels within the system.
You can also add/remove courses which are added to an employees account here. To do
change the courses listed in the right hand list box below.
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You can also set a single default course here, which the user will go straight into (skipping the
select course screen) in some circumstances.
6.14 Help
Selecting this link will open the help system.
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7 Jackdaw
Jackdaw is free e-learning authorware from Open Elms which produces elegant e-learning
courses which can be used without cost and in addition sold online.
The options for developing engaging e-Learning and selling it online has to date been costly.
As such great training material has remained in the hands and heads of the trainers and
those fortunate enough to have sat in their classrooms. Jackdaw is free easy-to-use elearning authoring software that aims to change this. The software, produced by Open
Source e-learning experts, Open Elms, allows its users to create e-learning featuring video
trainers in virtual 3D rooms.
The e-learning produced is a step-change in sophistication from the standard e-learning
development tools such as Captivate and Presenter in that the e-learning it produces has
genuine 3D depth and is more similar to an actual chalk and talk training session than the
Power Point style presentation of traditional e-learning. The system is also very easy to use
with no coding skills necessary, simply select the appropriate template and customise for your
own requirements. Examples of courses produced by the system can be found on the
Jackdaw App Store at www.openelms.org.
Users can download the Jackdaw editing tool for free and then again freely distribute the
courses made throughout their company. If they want to go that step further and make
money from their efforts then they can submit their courses to the App Store where it will be
reviewed by Subject Matter Experts and then listed for sale. The course author then keeps
70% of every course sold through the store.
7.1 Introduction to XML: The Language of Jackdaw

XML, or Extensible Mark-up Language, allows you to organize and share data across
platforms. The XML in this case defines how each e-learning course is arranged and
what it contains. Text, videos, images, dimensions, animations and global settings are all
controlled by the XML data.
The purpose of jackdaw is to allow the easy editing and saving of the XML without having
to resort to costly programming changes.
To best understand the instructions surrounding the XML Editor, lets first review some of
the terms that will be used throughout this guide:
Example XML:
<screens>
<introduction>
<intro_title>e-Start: e-Induction</intro_title>
</introduction>
</screens>
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Node: - An XML node refers to one piece of data within XML that is contained within
opening and closing tags. In the example, screens is a node, introduction is a node,
and intro_title is a node.
Child Node Refers to a node contained within another node. In the example,
introduction is a child node of the screens node.
Node Name Each node has a node name, which follows directly after the opening tag.
Attributes Directly after the node name, attributes can be added that can store
additional data. In the example, the introduction node contains an attribute called
intro_title with the value of e-Start: e-Induction.
7.2 Features / Usage Instructions

Installation
Jackdaw can be installed on any PC or Apple Mac for editing or creating courses. The
software is available for free from http://www.openelms.org/jackdaw. Run the set up file
and follow the on-screen instructions.
Creating a New Course
For the purpose of this manual we will demonstrate
how to create a new course, the basic principles also
apply to editing courses (you will need to make a copy
of the course you want to edit into the My
Documents/My Jackdaw Courses folder first.)
Select [New] to to create a new course, type in a
course name and a new tab will appear with the new
courses name.
Editing the Course
Return to the home screen and [Edit] the templates
course, you will now see 2 courses open at the same
time (see screenshot below.)
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Adding a Screen to the New Course

The method of adding a new screen to the new course is simply to go to the Templates
tab and select the screen you wish to include in your new course from the preview
menu. You can then Copy this screen (note that video tours giving you information
about how to customise each template are listed below the screen preview under the
heading Support Information.
You can then return to the new course (using the tab menu at the top of the screen);
select where you want the new screen to be added using the menu; and then press
[Paste], the new screen will be added to the appropriate location in the course as shown.
Now we have added a screen to our new course we should look at how we can
customise it by editing the XML nodes.
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Nodes
As mentioned before, the nodes define how each screen is customised, a summary of all
nodes and their attributes are listed below:
These nodes define the following screen
The nodes found in the XML Editor are as follows:
Screen
The following fields define each screen which is displayed in the e-learning. Each screen utilizes a Flash file developed by elearning WMB; most of the content is then customizable using the XML Editor tool.
Node Name
Example
Description
Section_Title
Introduction
Title
About the training
Template
12
Content
Before carrying out this sample

course turn the [Next] page for
information about your induction . .
.
70
This is the name of the title

banner which swings on the
top left hand side of the
screen. If not defined the
banner remains unchanged.
This title appears above the
content text (in the above
example the message box is
invisible.)
Selects a template of the
message box which appears
(1 to 21 further information
about the templates appear
in the next section)
The content in the message
box.
x axis of message box.
250
y axis of message box.
Title_x
50
x axis of title field.
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Title_y
-165
y axis of title field.
Title_Width
150
Width of title field.
Title_Height
87
Height of title field.
Content_x
-50
x axis of content field.
Content_y
-100
y axis of content field.
Content_Width
150
Width of content field.
Content_Height
380
Height of content field.
narrator_flv
FLV
narrator_x
Denotes that a video file is

present in this scene (this is
usually the videoed narrator).
x axis of narrator.
narrator_y
350
y axis of narrator.
narrator_start
narrator_stop
Rotate_Room
true
img
images/1.jpg
Time in seconds after which

the narrator will start.
Keyframe at which the
narrator stops (these are
defined when encoding the
video of the narrator.)
Room rotates when scene
starts.
Image which appears with
message box.
If progressively downloading
video for each screen then
video is defined here. Leave
blank if streaming video.
This is designed specifically
for the quiz template and has
a specific set of child nodes
which are designed to work
with that template (see below
for further details)
This loads the background
image/photo.
This text is NOT used by the
course to set up each
template. This text provides
guidance notes for each
template.
video
quiz
photos
Infomation
Video
Settings for the narrator video which appears on each screen can be customized here.
vid
estart_250
video_file_visible
true
time_visible
true
video_streaming
true
server
wmb
This is the name of the video

file estart_250.flv stored on
the Flash Media Server. The
250 refers to the rate in
kbps which the video is
encoded.
This hides the video narrator
if value is false.
This hides the amount of time
remaining if the value is false.
This allows video to stream if
value is true (note that
streaming is not effectively
not carried out if the value of
the server below is null. )
wmb refers to the eLearning WMB video server. If
you do not have a video
server enter null since this
will progressively download
the video. localfms will run
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video_width
250
video_height
350
Scorm
the video of your default

locally installed Flash Media
Server
(rtmp://localhost/vod/video_f
ile_name.flv). If the URL of
the media server is different
then contact support@elearningwmb.co.uk.
Width of the narrator video,
this can be increased if the
streaming quality is good.
Height of the narrator video,
this can be increased if the
streaming quality is good.
This refers to the e-learning standard SCORM v1.2. This dictates the SCORM parameters.
scorm_format
SVGA_1905
screen_scorm_finish
13
This refers to the subversion

of SCORM. Leave as is.
This is the screen at which the
Learning Management System
is informed that the course is
completed.
Quizes > Settings
This customizes the quiz template only and needs to be customized in conjunction with the Quiz node(s).
quiz_title
OK
OK
Issue_Detected
Issue Detected
Retake_Test
Do you wish to retake the test?
Ratio
Your ratio is
No_Issues
You have got 100%, no further

action is required.
Few_Issues
You have got very few questions

wrong, there is no cause for
immediate concern.
Some_Issues
You have got some answers wrong,

you may wish to retake the test.
Many_Issues
You have got many questions

wrong, we strongly recommend you
redo the training.
Most_Issues
Select below
Columns
Random
Show_Results
QuizType
This appears above the

question text
Text for OK feedback
Text for Issue detected
feedback
Text for Do you wish to
retake the test? feedback
Text for Your ratio is
feedback
Text for You have got 100%,
no further action is required.
feedback
Text for You have got very
few questions wrong, there is
no cause for immediate
concern. feedback
Text for You have got some
answers wrong, you may wish
to retake the test. feedback
Text for You have got many
questions wrong, we strongly
recommend you redo the
training. feedback
Text for Select below
feedback
Answers displayed in one
column
This displays the questions
randomly (0 to display the
questions in sequential
order).
This shows feedback in
response to each question
(defined within the Quizes
tab).
The default option of 0 allows
an exam type quiz which tests
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the knowledge of the user.

LoadsatScreenLevel
ShowFeedback
Passmark
The default option of 0 means

that the quiz is read from a
file called quizxml.xml and not
embedded in the main xml.
This offers greater flexibility
when deploying.
The default option of 1 means
that the user sees feedback in
response to each question.
If a passmark is set then the
user needs to achieve this
before they can continue with
the e-learning.
Quiz> Question MI0x
This customizes the quiz template only and needs to be customized in conjunction with the Quiz node(s).
Properties
This is created automatically
and should not be altered.
Exam questions ask
knowledge based questions,
Task ask compliance type
questions. The type of quiz
you are defining is defined in
the QuizType setting (see
above).
This appears above the
question text
Set this to 1 to include a
comment box.
QuestionID
MI0x
QuestionType
Exam
Title
Templates
CommentBox
Text
Question text is entered here?
This is where the question is

defined.
Answer
This should not be altered.
Correct
0 or 1
Score
0 or 10
Order
If the answer is 1 then this is

the correct answer. There can
only be one correct answer
per question.
Enter whatever mark required
for a correct answer, you can
alter the weight of different
questions in this way.
This is created automatically
and refers to the order in
which the answer is
presented.
Text
Yes/No, True/false etc.
TaskName
e.g. New Seat Required
Answers
Properties
This is the text of the answer

choice.
For compliance type tasks this
is the name of the resultant
task that this answer initiates.
Only needed if a task type
question (i.e. QuizType=1).
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TaskDescription
e.g. Do you need a new seat?
Feedback
e.g. The correct answer to the

question is x because
Text which describes the

resultant task. Again only
needed if QuizType = 1.
This is text the user sees on
answering a question. Only
needed if an exam (QuizType
= 0).
Please note that training is available for the use of the Jackdaw as well as workshops
where we will help you build the course. For details of this and training in any other part
of the Open Elms system contact info@openelms.org else visit the Open Elms website.
7.3 Selling Courses Online

The course you create can be used and distributed freely within your organisation. If you
wish to sell these courses online via the Jackdaw App Store then contact sales at 00 44
1344 382 577 or US 00 1 (646) 461-6210 to enable this process, else visit
www.openelms.org/jackdaw/register_course.htm.
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Appendix
Page 66 of 82
8 Troubleshooting and FAQs

Open Elms provides a large amount of support and hosting services to assist you in
implementing and maintaining a successful e-Learning Management System. For further
details consult www.openelms.org/whatdoweoffer/support_hosting.htm.
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8.1 Frequently Asked Questions

8.1.1 Functional Queries
Is the System Accessible in line with the recent changes in the Disability
Discrimination Act?
It is vital that all e-learning courseware is totally accessible to persons with disabilities; if not
your company is open to prosecution under the Act from October 2004. With this in mind
Open Elms has been designed with accessibility in mind. Where non-accessible units are
used such as Flash, alternative content can be found on the page. The pages have also
been structured so that persons without site or with motor difficulties can fully access the
content. e-learning WMB are experts in this pragmatic approach to accessibility more
information can be found by contacting 00 44 1344 382 577.
Do users need to re-enter user names after logging on to the company intranet in order
to access the e-learning?
Not necessarily, the Learning Management System (LMS) can be set up to either accept
session variables or authenticate using Microsofts Active Directory. If additional
programming is required to merge the systems, the work is charged at 800 GBP ($1,600
USD) per day.
My Articulate course keeps resetting?

Although we do not support Articulate per se, this has been reported as an error by a few
Articulate users so is included in this manual.
This is a common case with Articulate and not an error with Open Elms but rather due to the
publishing settings from Articulate. If you are including a Quiz which can be attempted
unlimited times (Articulate Quizmaker Quiz > Settings> Quizmaker Quizzes > User may
attempt quiz > Unlimited times) then you must not track the course to complete when the
Quiz has been passed (Articulate Presenter > Publish > LMS > Reporting and Tracking
>Tracking > Track using quiz results). Logically this resets the entire course as incomplete
every time a user re-attempts the course since it resets the quiz contained therein each time.
Change the Articulate settings and your course will work fine.
Can users be made to complete the e-learning prior to accessing the assessment
section?
Users can indeed be forced to do all the training prior to their initial assessment. This
ensures that each user receives all the training.
To change this setting open the file lms/ContentViewer/cvobjs.js in notepad and change on
line 36 var m_allowAssessment = false;. False means that you cannot access
Assessment without first completing the training section.
Can I add additional e-Learning Content to the system?

e-LMS accepts any third-party e-learning content which conforms to the industry accepted
SCORM v 1.2 e-learning standard.
Page 68 of 82
Can I add the created coures to another Learning Management System?

Yes. The e-Learning courses can be loaded into any other SCORM compliant Learning
Management system such as PeopleSoft or SAP. To do this simply install as usual then
merge the content found in the appropriate folder from the e-courses subfolder into the thirdparty LMS. The data will be tracked using the same API calls used in Open Elms courses.
In what way can the system be configured for my organisation?

There are 3 main ways the system can be configured for your organization:
1) Content Management the system can be customized using the Content
Management System (CMS). Images can be changed and text can be altered see
the Content Management Chapter for further details.
2) Data Management Queries the system has been set up with a list of standard email
and report queries. Using these you can automatically email people when they need
an assessment etc. see the Data Management Chapter for further details.
3) Questions added and removed there are two types of question: Exam questions
test the user; and Task questions identify tasks which need to be carried out (used
for risk assessments). Subsequent versions of the software will enable you to add
these questions using the CMS, in the mean time fill in the Question Structure form in
the appendix and we will customize the program for you.
8.1.2 Technical Queries

Who will complete the installation on the server?
The software is packaged to make installation easy; the entire application and courses can be
downloaded from www.openelms.org. We do encourage you to call us when going through
this process so we can guide you through the process.
If you wish Open Elms to install or configure the system for you then contact us (details listed
at the top of the page).
Do you suggest a separate server or one already running other services?

While using a separate server is always the best choice in technical terms, we realise it is not
always a feasible option. The e-learning has been configured to have low CPU and Memory
requirements so can quite happily exist on a shared server. Therefore it is up to the client to
decide what kind of workload it expects, what kind of hardware is available, and the
performance required, and to choose between dedicated and shared hosting. As a general
rule, it is advised that if the client envisages having over 50 concurrent users at any one time
(likely in installations of over 5,000 people) then a dedicated server is advised.
What kind of database does the system use?

The systems uses a SQL Server (2000+) or the freely available MSDE, contact e-learning
WMB for details.
Has your software been tested on Windows server 2000 or 2003?

Yes, our systems are checked on all common server configurations.
Page 69 of 82
What spec server would be needed to host the application? ( Is this still true ??)
The software requirement is Windows Workstation/Server with IIS 5.0/6.0, ASP, and SQL
Server (2000+). The hardware requirements are minimal, please refer to the MS Windows XP
Pro minimal hardware requirements for a specification.
Has your software been tested on Windows XP Pro SP2, Windows Vista and Office
2003 SP1?
Again various client configurations are tested, including the very latest versions of Windows
XP, Vista and Microsoft Office. It is important to note that the client requirements are not
really important here since the only requirement is MSIE 5.5+ and Flash 5.
How will the e-LMS application link to Exchange/Lotus Notes for sending out emails to
end users?
The Learning Management System uses CDO to send emails - the specific settings depend
on whether the LMS will be running on the exchange PC or another where we will be using
the default SMTP server please feel free to call us for advice on how this should be done. In
both cases the mail server should be configured to allow sending of emails from LMS. If your
organization has a preferred method of sending emails then the system can be configured
accordingly.
How will we allocate the necessary system access to those people who are likely to
need to update the actual content of the training using the Content Management
System (CMS)?
A development copy of the e-learning will need to be stored locally on a shared drive.
Changes can be made to this copy, tested and then uploaded over the old content when
ready. The application should be installed locally and this should be limited to the few
authorised users.
What support will be provided at 3rd level e.g. it doesn't work properly but all our
diagnosis shows everything to be working fine?
Telephone and email support can be purchased available from 9.00am to 5.00pm from
Monday to Friday. If any malfunction is due to a coding error etc we can usually turn around
diagnosed fixes by the start of business on the next day after it is reported.
The Standard Open Elms LMS, the EMS and CMS and associated courses undergo a
complete QA process during development, a copy of the companys Quality Plan can be
made available on request.
Remember to check the website at http://www.openelms.org/AboutUs/faqs.htm for up to date

FAQs.
Page 70 of 82
9 Non-Standard Configuration Tasks

9.1 Generic Risk Assessment System
A generic Health and Safety risk assessment system (note this is entirely separate from the
standard checklist assessment system which appears at the end of e-learning modules) can
be purchased and added to the Learning Management System. For more details on this
contact Open Elms Support.
9.2 Alter screen dimensions

If many of your user population are running off a low resolution (i.e. 800x600) you may need
to alter the e-learning wrapper that surrounds the core content. To do this you can alter the
default width of the left hand menu. To do this open the file
ROOT_OF_LMS/ContentViewer/Default/mltui.htm and on Line 7: change the cols attribute:
cols="230,*" with the desired value, and keep this format (cols="some value,*").
If vertical height is also a problem then you can reduce the rows = *,40px to rows =
*,30px etc.
9.3 Updating from Previous Databases

9.3.1 Process for upgrading SQL Server database
9.3.1.1 Make Copy of Existing Site
Make a copy of the existing site on the web server this will be the location of the new
version install. Lets rename this folder LMS_V5.
9.3.1.2 Unzip the new Open Elms installation
Download the zip file from www.openelms.org/downloads/lms.zip and select the new location
LMS_V5 as the destination for the install.
9.3.1.3 Restore back up of empty the Database
You will need to create the new SQL database. To do this, follow these steps:
1.
2.
3.
4.
5.
6.
Open Enterprise Manager etc, right click on Databases and select to Restore Database.
Add the database LMS*.bak file - located on the server in the LMS_V4/Database folder. NB: DO NOT
OVERWRITE THE OLD DATABASE
Open the update query (you will be notified what this query is and where to find it in the install.)
Change the old and new database names to match those used on the database server.
Copy the text into the SQL Query Analyzer and run the query.
Open the Users table to make sure that data has gone across from the older version.
9.3.1.4 Connect Database and Application

Edit the file LMS_V5/db.inc file to include the new database name, database and log in
details. The line is:
Page 71 of 82
conn.Open
"provider=SQLOLEDB;server=(local);uid=sa;pwd=sa_password;database=LMS_NE
W ;Locale Identifier=2057;Current Language=British;"
NB You can reference the attributes in db.inc on your last installation if using the same
database server then only the database name should have changed.
9.3.1.5 Test Standard System Works
You should now be able to browse to the login.asp file on the new Open Elms application.
9.3.1.6 Setup email (if not operational)
The name of the email server may need to be updated in the code (if not using the localhost
as a mail server). To do this open emailer.asp and change line 41 :
objCDOSYS.Configuration.Fields.Item("http://schemas.microsoft.com/cdo/configurati
on /smtpserver") = "localhost" '"smtp.myserver.com"
and instead of localhost use your smtp server name. Your server should already be setup to
relay emails if not consult the Troubleshooting chapter at the end of the manual or contact
e-learning wmb for assistance.
9.3.1.7 Distribute URLs for testing
Distribute the URL for testing: http://serverURL/LMS_V5/login.asp
9.3.2 Process for upgrading database from Access to SQL

If you wish to do move from an Access to SQL/MSDE database environment then follow the
instructions for setting up the SQL system 5.3.1.1-5.3.1.8 EXCEPT replace the instructions
given in 5.3.1.4 with the details below
You will need to create the new SQL database. To do this, follow these steps:
1.
2.
3.
4.
5.
6.
7.
8.
Open Enterprise Manager etc, right click on Databases and select to Restore Database.
Add the database LMS*.bak file - located on the server in the LMS_V4/Database folder. NB: DO NOT
OVERWRITE THE OLD DATABASE
Copy the text in the file qry_Access_prior_to_import.sql located in the LMS_V4/Database folder to the
SQL Query Analyzer and run the query on the new database.
Open the qry_Access_Import.sql (located in the same LMS_V4/Database folder using a text editor (e.g.
Notepad).
Change new database names to match that used on the database server.
Change the Access path to point to a copy of your current Access database (lms.mdb)
Copy the text into the SQL Query Analyzer and run the query.
Open the Users table to make sure that data has migrated to the new database.
9.4 Merging Existing SCORM data

It is possible that you have additional third-party e-Learning courses or e-learning WMB have
developed bepoke courses for the LMS. These will need to be imported into the Learning
Management System. To do this there are 3 main steps:
9.4.1 Step 1: Import Course

Course information can be imported into the system by:
Page 72 of 82
a) Copying all the e-learning files into a folder called the eCourses directory on the
server (the manifest file imsmanifest.xml will need to be in the root of this folder.)
b) Log in as an administrator (default password is admin) and select the Courses tab,
then the Add Course button at the bottom of the screen.
c) Browse to the appropriate subfolder in the eCourses directory (this can either be on
the server or on your local machine as long as the course is identical to the live
version on the server) then select the manifest.xml file.
d) If you are importing Employee Management System data then you will also need to
browse to the quizxml.xml file at the same location.
e) Enter the name of the course folder in which the course resides.
f) Then enter some further information about the course associated with the course and
press [Add] to complete the course import.
If you have used another Learning Management System to collect data you may want to
amalgamate the data into a single system. To do this you will need to follow the next steps.
NB If you do not have SCORM compliant data (third-party e-learning courses or course
data) then you can skip the next two steps.
9.4.2 Step 2: Import Course Data (optional)

Data collected on a third-party Learning Management System can be imported into the
system using this option. This section may be skipped if you have not used a previous
SCORM compliant LMS.
To carry out this merge:
Page 73 of 82
g) Export the existing course data from the third-party Learning Management System to
an ASCII delimited text file with the SCORM header attributes FName, LName,
Email, LoginID, Dept, Location, Site, Group. Be careful to copy the order exactly.
h) Log in as an administrator and select Import Course Data, then Add Course Data.
i) Browse to the appropriate text file then select Add to complete the operation.
You will need to ensure that your personnel data on the e-LMS Learning Management
System, matches your old data structure. To do this you will need to Import Staff Data.
9.4.3 Step 3: Import Staff (optional)

If you have imported course data from a third-party Learning Management System you must
also import staff data in order to make sense of the information.
To carry out this merge:
j) Export the existing course data from the third-party Learning Management System to
an ASCII delimited text file with the header attributes CourseID, LoginID, Property,
Value, Scope, Time Be careful to copy the order exactly.
k) Log in as an administrator and select Import Staff, then Add Staff Data.
l) Browse to the appropriate text file then select Add to complete the operation.
If you have completed steps 2 and 3, the system will now be updated with the necessary
SCORM compliant information from the previous Learning Management System.
Page 74 of 82
10 Additional Services
10.1 Open Elms Courses
The Elm Library is a database of commercially available e-learning courses which you can
download as FREE 10-user versions or purchased for larger numbers.
The number is always growing and Open Elms invites contributors to use Jackdaw to submit
its courses for inclusion all submitters will earn 60% of revenue created by their courses.
For further information see: www.openelms.org/acatalog/Courses.html..
10.2 Open Elms Support

Standard Support Services enables us to guide you in implementing the Open Elms system
onto your own company intranet. This includes 24 hour telephone/email support with issues
such as:
Installation
Integration with data systems (Active Directory, PeopleSoft, SAP etc.)
Setup of company data
Version control and upgrades
10.3 Open Elms Hosting

Standard Hosting Service includes everything you need to run the Open Elms system on the
internet - with your own branded online login and Open Elms application hosted on our SSL
secure web servers. This includes
Full access to Open Elms over the web

Company set up on web servers (no installation necessary)
Company login page
Uploading courses
Further details of our support and hosting services can be found at

http://www.openelms.org/whatdoweoffer/support_hosting.htm.
10.4 Open Elms Employee Management System

All Open Elms courses are compatible with our Employee Management System (EMS) which
manages compliance. The system allows you to ask questions about your employees and
activate tasks as a result.
To explain how the EMS it is a good idea to work through an example
A question such as ...
Page 75 of 82
"Do you need a new seat?"

.. can be added to an e-learning program on ergonomics and office safety.
If an employee carries out the course and answers "Yes" then this creates a ...
'New Seat' task.
This will automatically be assigned to the ...
line manager
... who in turn can assign it to a ...
facilities manager
... who can then change the status of the task to ...
complete.
A complete audit trail is kept of this process
The above task is an example of what is possible, but you can ask any question(s) such as ...
"Do you have a copy of the company brochure?"

"Have you submitted your P45 to the HR office?"
"Have you had a welcome interview?"
The options are limitless. The Employee Management System is freeware for up to 10 users
on all courses. To activate this functionality for additional persons contact Open Elms (UK
+44 (0) 1344 382 577 or US +1 (646) 461-6210.
Page 76 of 82
11 Recent Releases
Version 3.0.2 Release Version
********************
1) Emailer.asp fixed so new emails now works in all environments.
LMS3.1.1 23-05-2005
*******************
Check for Null field if improper import occurred in Access Version
LMS3.1.1 25-05-2005_Access
**************************
ACT_Login.asp updated to validate for null fields in active directory
LMS3.1.2. 15-06-2005_SQL
************************
SQL Version including staff import fixed.
LMS3.1.3. 15-06-2005_SQL
************************
SQL Version including date fix for moving from database in version 2 to version 3.
LMS3.3.0. 02-08-2005_SQL
************************
Database fields enlarged for the user and extra field added for supplementary user data.
Also session variable option included - change value in const.inc to activate.
LMS_V4_06_2005-07-11-2005
*************************
Database optimised so can handle 30,000 users plus.
Navigation altered so always proceed to NEXT question when going back from the
assessment section.
LMS_V4_06_2005-22-11-2005
*************************
Task Status changes when ammended by the user. This is seen in SCORM tracking menu.
LMS_V4_06_2005-23-11-2005
*************************
Fixes email bug when sending to 100% training completion.
LMS_V4_06_2005-29-11-2005
*************************
Progression through test and assessment halted unless question complete. Minor changes
to eofficesafety v4 course.
LMS_V4_06_2005-02-12-2005
*************************
Fixes warning when progressing through test and assessment which has progress
prevention activated.
LMS_V4_06_2005-12-12-2005
Page 77 of 82
*************************
The user is no longer obligated to answer comment questions. These questions have
onload="setIncompleteTimeout(); added. e-Office Safety v4 course is ammended re internal
screen IDs.
LMS_V4_06_2005-14-12-2005
*************************
NHS course ammendments and introduction resolved on estart second generation ecourses.
Video control ammended for new Media Player content.
Form initiatised on Fire Safety content (17/01/06)
LMS_V4_06_2005-19-01-2006
*************************
Assessment images added to e-Office Safety version 4.
Exam reviewed and images added. Semantics of exam remains (i.e. a wrong answer is
consistent across versions.)
AICC NHS course test's updated
LMS_16_12_2005.bak database contains ammended answers to exam.
Ammended seating set up instructions. Increased emphasis on early reporting in sections 6
and end of exam.
LMS_V4_06_2005-25-01-2006 (also formal release LMS_V4_1_02_2006)
****************************************************************
Problem with Windows 2000 server with only Service Pack 3 of IIS. A work around for
memory leakage in Micorsoft's MDAC componements. Please note install upgrades include
db.inc and login files so customisations made need to be implemented again.
LMS_V4_1_02_2006 (LMS_V4_1_02_2006 DB)
**************************************
LMSIO.asp upgrade to prevent null field in groups on incorrect Active Directory
implementation.
LMS_V4_1_02_2006-24-05-2006
***************************
The Active Directory logout goes to the manual log in page when logging out as a reporter or
adminstrator.
Basic Login added to allow manual logging in when the system uses Active DIrectory,
session variables or a View table method of logging in. Database includes latest e-Office
Safety NHS version course. Database LMS_V4_2_02_2006_blank.bak.
LMS_V4_1_02_2006-14-08-2006
***************************
When using the active directory or session variable logs out to the standard_login.asp page.
Archiving of departments is added.
Checks usertype when calling functions in reporter/admin section to prevent logging in as
user with cache problems.
Autoemail issue resolved. Does not delay repititious emails.
New help files
LMS_V5_1 01/04/2007
*******************
For details of latest updates consult the manual.
LMS_V5_1_6 13/10/2007
*********************
Database speeded up by sectoring pages. New courses added on Management of health
and safety, construction safety, stress and data protection. 30/12/2007 minor ammendments
to Management H&S course added to install.
Page 78 of 82
LMS_V5_5 05/12/2007
*******************
Firefox/Safari Check - if you are running one of these browsers on a DHTML course an error
message appears saying Note that this course is Internet Explorer V5.5+ compliant. Please
use this browser for accessing this course.
Add Checkbox to Search - Add a Show departmental Employees to the reporter search bar
(this shows all employees which have been assigned to that reporters department.
Admin_tab - Background file gas been changed and supplied.
Restrict Reporter Admin Functionality - Do not allow users with these rights to add Admin
users.
Reporter/Admin - functionality fixed
Submitting an Assessment - When an employee presses the Submit button the "Tasks to do
report appears.
New reporter help tour.
New version of Open Elms Course Creator v2.10 also available includes source code
editing, help tour, changed More/Next default buttons and message box requesting
confirmation when starting new course.
LMS_V5_5_1 18/12/2007
*********************
Paging implemented in reporter login. Database speed increased significantly.
LMS_V5_5_2 02/06/2008
*********************
Single SCO compliance with Flash course. New e-Office Safety course added.
LMS_V5_5_51 19/12/2008
**********************
Resolves a problem with Adobe Captivate. This update allows the LMS to track interactions
properly - before it could not track it before because latency field was in 4-digit format for
hours.
LMS_V5_5_52 19/12/2008
**********************
Single SCO courses print off certificate if Passed via SCORM tracking.
LMS_V5_5_53 19/12/2008
**********************
Log in allows blank passwords if defined.
LMS_V5_5_54 19/12/2008
**********************
Log in allows passwords and user IDs.
LMS_V5_5_6 06/01/2009
**********************
Sets SCORM course as completed when called.
LMS_V5_5_61 06/01/2009 & LMS_V5_5_62 06/01/2009
***********************************************
Shows quiz results after submitting course.
LMS_V6_0_0 06/01/2009
*********************
Includes SCORM Quiz tracking and reporting under "Quiz" tab in reporter.
LMS_V6_0_0_to_6_0_3 29/06/2009
Page 79 of 82
******************************
Includes SCORM Quiz tracking and reporting under "Quiz" tab in reporter.
Adds forgotten password notification by email on login.
LMS_V6_0_3_to_V6_0_4 06/08/2009
*******************************
Autogenerates a new password with login.htm interface if password forgotten.
LMS_V6_0_4_to_V6_1_0 07/08/2009
*******************************
Allows administrator to specify that a course should run in a new Window.
LMS_V6_1_0_to_V6_2_0 11/02/2010
*******************************
This ensures automated emails are sent out on time.
LMS_V6_2_0_to_V6_3_0.sql 19/02/2010
***********************************
This ensures that quiz tab is showing correct data, change password is working properly and
assessment data close is working also OK.
Reminder added to admin to input quiz in description and default days for repeating course
set to "0".
Increased number of IT Security questions.
Remove "e-learning in 10 minutes" course from database.
Remove repitition of exam questions in bespoke courses.
Remove "submit" from stress course.
Fire Safety safety course, "alarm sounded" video no longer cuts off introduction from
presenter.
DDA hot spots slowed down so easier to use.
DPA menu raised and removed copy script button from course and include end call button in
Summary. Added logo to quizes and rename quiz button from continue to redo (includes
other security courses as well.)
LMS_V6_3_0_to_V6_3_1.sql 15/03/2010
***********************************
This fix problem with add/update password in administration section
LMS_V6_3_1_to_V6_3_2.sql 02/06/2010
***********************************
System now compliant with Google Chrome and Firefox 3.6. Also can now make searches on
Assessment characteristics by filtering training data.
All courses updated to latest AS2 fix.
Rebranding complete.
Import of staff passwords fixed.
Training certificate includes default logo if not in course folder.
System sets default courses in Admin?Site Configuration and detects a default course when
upgrading by selecting courses that have 50% of users assigned to them.
LMS_V6_3_3_to_V6_3_4.sql 21/07/2010
Page 80 of 82
***********************************
Show two new rows - LastMovedDate and CostCentre for the user in stored procedured
qry_UsersCoursesListFilter - used in Export to Excel in Administration->Employees
LMS_V6_3_4_to_V6_3_5.sql 27/07/2010
***********************************
Optimize stored procedure that shows qry_UsersCoursesListFilter - it is shown for each user
assigned courses as string(courses are comma separated)
LMS_V6_3_4_to_V6_3_5.sql 04/08/2010
***********************************
Change qry_getUserLMSInteractionsDataRS so count of interactions is taken for specified
courseid and loginid but it is not required to be set assessmentdataid(it could be 0)
LMS_V6_3_2_to_V6_3_3.sql 14/09/2010
***********************************
Change queries for Quiz summary and export employees to excel from administration
LMS_V6_3_4_to_V6_3_5.sql 12/10/2010
***********************************
Feature to append task comments in LMS Data
Feature to export reporter fields to Excel.
Added utility query exec qry_UsersCoursesListFilter '', null, null 14/10/2010
(Export Employees from Administration Section - you can copy the fields and paste in Excel)
Page 81 of 82
12 Contact Details
If you have any queries please do not hesitate to contact us, a representative will be online to
help you during office hours, else send an email to info@openelms.org.
12.1 Open Elms Head Office

e-learning WMB UK
Asmec Centre
Eagle House
The Ring
Bracknell
Berkshire
RG12 1HB
00 44 1344 382 577
support: support@openelms.org
sales: sales@openelms.org
channel sales: emilrw@openelms.org
@openelms
12.2 Open Elms USA

e-Learning WMB USA
tel.: 00 1 646 461-6210
12.3 Open Elms Africa

Open Elms Channel Sales Partner:
St Ellis House
7th Floor
City Hall Way
P. O. BOX 75093 - 00200
NAIROBI, KENYA
tel.: 00 254 733 402142
Sales.: akodia@openelms.org
Page 82 of 82

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Open Elms Learning Management System FREE Content Management System - Employee Management System

For support contact UK 00 44 1344 382 577 or US 00 1 (646) 461-6210

FREE Open Source Learning Management System e-LMS

Supplied by e-learning WMB

This manual is a comprehensive guide from both a user and IT perspective.

Basic Installation Instructions

Merge HR Data into the Learning Management System

Activate Employee Management System

Administration Functions etc

Install into a NEW Application Folder

Make a Copy of Your Existing Database

Update the Database Copy

Implement Previous Branding

Activate the Application

Copy Existing Courses

Add new Courses to Employee Accounts

Update the User Population

Starting the e-learning process

Standard Open Elms LMS vs. EMS

Import Course Data

Introduction to XML: The Language of Jackdaw

Features / Usage Instructions

Selling Courses Online

TROUBLESHOOTING AND FAQS

NON-STANDARD CONFIGURATION TASKS

Generic Risk Assessment System

Alter screen dimensions

Open Elms Courses

Open Elms Support

Open Elms Hosting

Open Elms Employee Management System

Open Elms Head Office

Open Elms USA

Open Elms Africa

3.1 Pre-installation Checklist

3.2 Basic Installation

3.4 Merge HR Data into the

3.5.4 Database View from

3.5.5 Login via a SCORM or AICC Learning

3.6 Review Configuration Options

3.7 Activate Software

3.2 Pre-installation Checklist

3.2.1 Server Specification:

3.2.2 Client Specification:

3.3 Basic Installation Instructions

Download the installation from http://www.openelms.org/downloads/lms_download.zip.

fig 1: Restoring a new database from the backup file

Ensure you are running the

fig 2: An example connection string (highlighted) that has been edited

3.4 Email Setup

3.4.1 Setting up Mail Server

3.4.2 Setting up password email reminder

Find the line:

3.5 Merge HR Data into the Learning Management System

3.6 Select Login Method

3.6.1 Option 1: Manual Login

3.6.2 Option 2: Active Directory

Corresponding Active Directory Field

When implementing Active Directory, ensure the Integrated Windows Authentication

3.6.3 Option 3: Session Variables

Corresponding Session Variable Field

3.6.4 Option 4: Database View from different data sources

Also rename the file "check_login.asp" to " standard_check_login.asp" and the

3.6.5 Option 5: Use a Separate Third Party SCORM v1.2 LMS