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TraCorp User Group Admin Training
Arizona Learning and DevelopmentADOA
https://adoa.sandbox.tracorp.com
Registration FieldsRod Gohil
Registration Fields
User GroupsRod Gohil
Main AdminsRod Gohil
Production View
UsersRod Gohil
• DO NOT create User accounts for State Employees
• For creation of Non-State Employees ONLY • Non-State Employee naming convention:
• XXYYYYYYYY• XX - Two letter agency identifier• Y - numerical, 6 characters
Ex: GF123456
• Types of Users:• Students – Everyone • Instructors• User Group Admins• UGA’s, Supervisors, Partial UGA’s
• How to Search for a User• User Info tab• Change Log
Students Rod Gohil
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1. Help2. News3. Content4. My Admin
• button to toggle between User Group Admin & Student accounts
5. My Favorites6. My Account
• Update password• Transcript• Certificates
All LMS Users have a Student account.
Students have access to
InstructorsRod Gohil
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Instructors have access to classroom rosters.
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Instructors have access to edit the roster.
SupervisorsRod Gohil
Direct ReportsSupervisors have access to
• Direct reports and their transcripts
• View assigned content by double clicking the employee’s name and clicking on the Content tab on the Edit User dialog box.
Partial User Group Admin AccessRod Gohil
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Fill out the Security Request Form for partial access to the LMS.
Users Group AdminsRod Gohil
Agency UGAs have access to:1. Users2. User Groups3. Content4. Learning Tracks5. My Certificates6. Classrooms7. Classroom Sessions8. Webinar Sessions9. Record Entry 10. News & Updates11. Send Email12. Reports13. Admin Tools14. Help
How to Search for a UserRod Gohil
1. Click on the Users button on the Admin Navigation column.
Click on Go
AD1234562. Select a filter from the
drop-down.
5. Click Go
4. Select the User type.
3. Enter the text in the text box.
Note: If the results come back null, click on Show Inactive and click on Go.
Exercise 1Search for a User
Rod Gohil
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1. Click on the button located on the Admin Navigation column.
2. Select Username for the filter and type in the username you created for the non-state worker.
3. Select Student from the User Type dropdown if not already selected.
4. Click on Go
The user will display in the search results window.
Select the user by double clicking on their name
This is the screen we use when adding a new user.
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Changes made to this user
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Available Content
Assigned Content
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Available Tracks
Assigned Tracks
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My CertificatesRod Gohil
1. Click My Certificates on the Admin Navigation column.• Create your certificates
in Word and save as a RTF or PDF file prior to uploading to the LMS.
• Can be added to new or existing content
• Existing Certificates will be listed here.
Note: If you decide to use an RTF file use RTF text tags.
These must be entered exactly as shown here, in uppercase and surrounded with square brackets.
Knowledge Check
1. What formats are accepted when uploading certificate?
2. Can you create certificates in the LMS?
Send EmailRod Gohil
Email Templates
1. Click on Send Email on the Admin Navigation column.
To use the email feature you must first create email templates.
2. Click on Add New Template
Email Templates
Mandatory Training3. Add email subject Use the
course code and course title4. Add email text5. Add attachments – if any
6. Save the template
Distribution List
12. Save the distribution
7. Click on Distribution List
9. Add a list title
10. Fill out the filters depending on the target group (see tabs).
11. Test the filters
8. Click on Add New Distribution List
13. Click on Send Email.
You have access to email history.
14. Select the email template and distribution list.
15. Click on Queue Emails For Sending
Exercise 2Creating an Email Template
Grisel Salas
1. Click on the button on the Admin Navigation column.
2. Click on Email Template – if not selected
3. Add New Template
4. Fill in the email subject and text. Add attachments – if any.
5. Click Save
Creating an Email Distribution List Exercise
Grisel Salas
1. Click on Distribution Lists
2. Enter List Title
3. Click on User Groups
4. Select your User Group and Click Save
ContentGrisel Salas
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Prior to adding content we need to create a Content Category.
Examples of Content Categories are:
• Agency• Division• Training Topic
Content CategorySub-category
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Click on the Admin Navigation column.
1. Click on Add New Category
2. Enter a title
3. Enter a description.
4. Select a color (optional) – the color will display on the student side.
5. Click Add Category.
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You must be the content owner to edit and delete content.
Adding ContentGrisel Salas
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Click on the Admin Navigation column.
1. Click on Add New Content – this will open the content wizard.
2. Click Next to begin
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3. Select content type and select the category.
Classroom Training and Webinars
4. Click Next to continue
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Enter the information to describe the course5. Title6. Description7. Course ID (use agency HRIS code for the
first two characters)8. Search keywords 9. Target audience10. List in content catalog (When checked
allows users to search for the course)11. Allow students to self-assign12. Show on Student Transcript13. Allow all State Agencies to assign content
14. Click n3ext to continue
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15. Add prerequisites – if any.
16. Select next to continue
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Fill the required information
17. Credits18. Ignore Auto Collapse setting – When checked, the Auto
Collapse setting is ignored 19. Student can only register for:
o All future classes – This option allows users to register for any session that is available.
o One future class – This option allows users to sign up for one available class. They can only sign up for another class, if the current one passes or they are removed from the roster.
o One class, unless they are marked for Retake –This option allows user to only sign up for one class. If they are marked for retake, they will be allowed to sign up again.
20. Exclude UGA Admins from record entry
21. Select Next to Continue
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22. Select a course exultancy – if applicable.
For example:MAP is an equivalency for ADMAP4NS.
23. Click Next to continue.
26. Click on to select an
Admin, Instructor or supervisor.
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This feature notifies students and/or Admins when a piece of content is completed. You must create an email template first.
27. Click Next to continue.
24. Click on Notify Student and select a template.
25. Click on Notify Admin and select a template..
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28. Select additional resources to be assigned along with the content.
• Examples of Additional Resources:o User guideo Course PowerPointo Forms
.
29. Click Next to continue
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33. Click on Choose to search for and select the content author. The author is the subject matter expert.
30. Select the graphic or logo for this class. This will display on the student account.
31. Upload a new certificate or choose an existing certificate.
32. Click Next to continue.
34. Enter a revision number.• Update the revision
number when the content has been updated.
35. Click Next to continue.
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36. Enter additional comments related to the course. Students will not see these comments.
38. Review the course information.
37. Click Next to continue.
39. Click Finish
Uploading CBTsGrisel Salas
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1. Click on the Content button on the Admin Navigation column.
2. Click on Add New Content.
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3. Select Online Training for the Content type.
4. Select a tracking type:• Two types of tracking• SCORM – stands for Shareable
Content Object Reference Model
• AICC – stands for Aviation Industry CBT Committee
5. Select a category
6. Click Next to continue.
6. Click Next
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7. Click Browse to locate the appropriate .ZIP file to upload the course files to the LMS.
8. Click Next to continue
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Enter the information to describe the course9. Title
10. Description
11. Course ID • Use agency HRIS code for the first
two characters
12. Search keywords
13. Target audience
14. Est. duration in minutes
15. List in content catalog (When checked allows users to search for the course)
16. Allow students to self-assign
17. Show on Student Transcript
18. Allow all State Agencies to assign content
19. Require Password to Access This Content
20. Content is hidden and randomly displayed21. Click next to continue
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22. Add prerequisites – if any.
23. Select Next to continue.
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24. Passing Score (%) – Displays the passing score you set on the student account page. The actual passing score will be set inside the course software.
25. Content is Pass/Fail – No passing score or final score displays.
26. User Launch Limit27. Credits – Any number can be added here and awards
users.28. Mark Complete on Launch – A user will only need to
launch the content to receive a complete. 29. Exclude UG Admins from Record Entry30. Auto-archive on Completion – Content moves to the
Archive tab when a user completes the content. 31. Ignore Auto Collapse setting – Setting is ignored 32. Select the following option:
o Lock only completion status for this content (completed date, completed) – Locks completion status and completion date only.
33. Content Date Range – A Start and End Date/Time can be selected. A start date can be select without an end date and vise versa.
32. Next to continue.
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33. Select an equivalency – if applicable.• Example-
o MAP is the equivalency for ADMAP4NS
34. Click Next to continue.
36. Click on to select an
Admin, Instructor or supervisor.
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This feature notifies students and/or Admins when a piece of content is completed. You must create an email template first.
These settings are completed in the course authoring software. Do not make changes here.
35. Click Next to continue.
37. Click Next to continue.
38. Click on to select an
Admin, Instructor or supervisor.
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This feature notifies students and/or Admins when a piece of content is completed. You must create an email template first.
39. Click Next to continue.
36. Click on Notify Student and select a template.
37. Click on Notify Admin and select a template..
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40. Select additional resources to be assigned along with the content.
• Examples of Additional Resources:o User guideo Course PowerPointo Forms
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41. Click Next to continue
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44. Click on Choose to search for and select the content author. The author is the subject matter expert.
41. Select the graphic or logo for this class. This will display on the student account.
42. Upload a new certificate or choose an existing certificate.
43. Click Next to continue.
45. Enter a revision number.• Update the revision
number when the content has been updated.
46. Click Next to continue.
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47. Enter additional comments related to the course. Students will not see these comments.
48. Review the course information.
48. Click Next to continue.
49. Click Finish
Knowledge Check
1. Who can edit content in the LMS?
2. Do all State agencies have access to assign content uploaded by you?
Answer:Content owners can edit content in the LMS.
Answer:Only if it is made available to all State agencies.
ClassroomsGrisel Salas
1. Click on Classrooms button on the Admin Navigation column.
2. Click on Add New Classroom.
Fill in the required fields3. Title (use the HRIS agency
alpha code for the first two characters)
4. Address5. City6. Phone Number7. Notes (equipment,
number of tables and chairs, etc.)
Notes will only be seen by agency UGAs.
8. Click on Add Classroom
Classroom SessionsGrisel Salas
1. Click on the Classroom Sessions button on the Admin Navigation column.
2. Select a piece of Content by clicking on it once.
3. Click on Add New Session
Fill in the classroom session details:
4. Classroom location5. Session Code6. Instructor (will receive a calendar
reminder for the classroom session)7. Organizer (optional)8. Start date and time9. End date and time10. Register before date and time11. Timezone12. Hours per day13. Days14. Total Seats available15. Number of days16. Per seat cost if applicable17. Select Student Open Registration to
allow students to self register.18. Attendance Code19. Notes
18. Click on Add Session
Record EntryGrisel Salas
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1. Select Record Entry from the Admin Navigation column.
• Use record entry when: o The incorrect
score is displayed on the transcript.
o The incorrect completion date is displayed on the transcript.
The course must be assigned to the student prior to starting Record Entry.
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2. Click on Start Record Entry Wizard.
3. Select a piece of content and click next.
4. Click Next
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5. Select Add New Record.
7. Search for the student by clicking on Select Students
6. Click next
8. Click next
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10. Select the student by click on the name.
12. Confirm the selection by clicking YES.
13. Click OK
11. Click Select User
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14. Close the Select Users dialog box.
15. Click Next
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16. Fill out the records for the student.
• Start Date
• Completion date
• Score if applicable
• Select the Completed checkbox – if not selected.
17. Click Next
18. Close the window.
Knowledge Check
1. When using Record Entry, what should be the first thing you verify about the student and content?
Answer:Verify that the content is assigned to the student.
News & UpdatesGrisel Salas
1. Click on News and Updates on the Admin Navigation column.
News and Updates appear on the Student side.
3.. Click on Add New News Item
2. Click on the User Group you want to send the News/Updates to.
4. Fill in the Headline field.
6. To add an image – click on browse.
5. Fill in • Effective Date/time• Expiration Date/time• Add message text
7. Save
7. Click on Email Information
8. Check the Notify Students / Admins check box.
• Selected Admins will received notifications when users have unread items.
9. Click Save
ReportsGrisel Salas
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Click on the Reports button on the Admin Navigation column.
These are the reports available to you as a UGA.
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Student Transcripts
To view a student Transcript click on the button.
• Sort by completion date.
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Search for the user
Select the displayed user.
Click on
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The transcript will display.
Admin ToolsGrisel Salas
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With Admin Tools you can:• View the assigned
content
• Add student records with a template
• Add non-state Users with a template
• Post messages
Recap and Bonus !!!
Production Linkhttps://adoa.server.tracorp.com
New Student View (8/21/17) https://adoa.sandbox.tracorp.com/novusii
Sandbox Linkhttps://adoa.sandbox.tracorp.com
Security Request Form
Training Professional’s Portalhttp://www.hr.az.gov/LearningCenter/InstructionalDesignResources.asp
