Course Planner: Implementations
What is an implementation?
An educational program/product (consisting of one or more courses) can be offered and carried out several times. Each implementation can take place on a different date and different participants are then present at each implementation.
In an educational program/product, one or more courses are assigned to each implementation. The courses used multiple times only exist once.
If a course is to be used multiple times and always stay exactly the same, it can also be created as a template. The courses are then instantiated for each implementation (created from the template). This instantiation can also take place automatically on a specific date, for example a few days before an implementation starts. Until then, the template owners can still work on finalizing the template courses. The organizational aspects of the implementation (date, catalog offer and so on) can already be prepared with the Course Planner.
From this conceptual idea, the same courses are generally assigned and used in each implementation. However, it is also possible in OpenOlat to adapt the content in each implementation.
The list of implementations
If you have selected the "Implementations" button in the Course Planner overview, you will first be taken to a list of all implementations for this product. You can use filters to narrow down the selection.
With Save filter, frequently used filter combinations can be saved and reused as your own preset.
The individual column selector can also be used to show the Subjects and Subject paths columns, which are hidden by default (between the "Status" and "Calendar" columns).
Important
The subjects are made available in the system administration, under Administration > Modules > Taxonomy.
Bulk action "Change type"
By activating the checkbox in the first column you select several implementations. The action "Change type" then appears above the table. In the dialog you choose the new element type and confirm with "Change type". Only types that fit the selected elements are offered.
The same action is available in the search of the Course Planner and in the "Structure" tab of an implementation.
Navigation the implementations
Once you have selected and opened an implementation in the list, the tabs shown allow you to make all settings for this implementation:
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click on the "Go to" button at the top right to jump to an element within the current implementation.
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use the arrow buttons at the top right to switch to other implementations.
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configure this implementation by clicking on the various tabs.
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click on one of the headings to jump directly to the corresponding tab.
Tab Overview
The "Overview" tab shows you the members, the next dates, the offers in the catalog and the course content for this product. This makes it easier for you to navigate the activities related to this implementation.
Use the Show all button in the Events widget to go directly to the Events tab.
The Content and Catalog widgets also show an icon in the title as well as the Details button , which takes you directly to the Content tab or the Catalog tab.
Member widget
The Members widget shows the "Participants" key figure of this implementation, broken down into "Active" and "Pending". If no course staff has been added yet, the widget shows the note "No course staff yet." Use the "Details" button to go directly to the Members tab of this implementation.
If course staff has been added, they appear instead of the note, with their role (e.g. coaches, master coaches, course owners, element owners).
If a maximum or minimum number of participants is defined, an additional note text supplements the "Participants" key figure:
- If a maximum is set: "\<number> seats left"
- If a minimum is set: "\<number> to minimum"
- For fully booked or overbooked implementations, the corresponding message appears.
Tab Structure
The "Structure" tab is shown for a structured implementation (the type is selected when a new implementation is created). In the displayed tree structure, each individual element of the implementation can be edited or information about it can be queried.
If you would like to add other elements for this implementation that deviate from the product structure ("copy template" of this structure), you will find the available element types under the Create button, as they were defined in the system administration under Administration > Modules > Course Planner > Tab Element types.
You can also download the displayed structure as an Excel file using the Download button.
In the Ref. column, you can display the content referenced in this element; the detail area is called "Referenced courses".
In this column you will find the Schedules of the respective elements.
In this column you will find the Absences. (Provided that absence management is activated.)
If the "Quality management" module has been activated, you can jump to the assigned data collection preview for each element.
The Learning progress column shows the average progress of all participants. All learning path courses for this element are taken into account. (Conventional courses do not provide any data on learning progress).
Under the 3 points you will find options for editing the elements.
Move an element
Use the Move element action under the 3 points to open the move dialog. The element to be moved is highlighted in colour.
Every possible target position is displayed as a radio button. Positions that are not allowed (for example an incompatible element type) are greyed out and cannot be selected.
After selecting a target position, the following actions appear directly on the element:
- Above
- Below
- Sub-element
Click Move element to carry out the move.
Tab Content
The list shows all courses belonging to this implementation.
If you want to add further courses for this implementation (deviating from the original structure), use the "Add course" button at the top right.
The option to remove an individual course from this implementation can be found under the 3 dots at the end of a line.
To remove several courses, select the courses with the checkboxes in the first column. A Remove button will then be displayed above the list.
Automatically controlled course content
If automation rules control the content of this implementation, the "Automation overview" section appears above the list. Only active rules that concern the content are listed. For each rule you see the type of rule, either "Instantiation" or the target status, plus the date of the planned execution and the condition that triggers the execution. Use the "Settings" link to switch directly to the automation configuration.
Course template as course content
If it corresponds to the selected implementation type (individual course required), it is also possible to add a course template that can be instantiated at a later date. This means that at the time of planning in the Course Planner, a course is only announced but not yet added. Only when the course is actually held, for example, because there are enough bookings, is the course added to the implementation (instantiated).
Using a template for instancing is recommended if it is a recurring course that is always the same.
The "Add course" and "Add course templates" buttons become inactive once the number of courses or templates corresponding to the selected delivery type has been added.
Creation of course templates
Course templates are created by selecting the "Template" option in the course under Course > Administration > Settings > Share > Usage.
The templates for course content in Course Planner do not have independent member management, as members are added in the Course Planner for each implementation.
Important
Templates are copied. If the template is changed later, the previously created copy remains unchanged.
Tab events
- If there are many appointments, the filters above the table are useful for keeping an overview.
- The "Add appointment" button can be used to add new appointments to the currently selected implementation.
- A click on the + at the beginning of a line shows the details of this appointment.
- It is also possible to import appointments. To do this, click on the small arrow next to the "Add appointment" button.
Tab members
As mentioned above, an educational product (consisting of one or more courses) can be carried out several times. Different participants take part in each implementation.
Participants are therefore made members of a specific implementation (not members of individual courses or an educational product). It can be determined whether they become members of the entire implementation or only of a sub-area.
If the participants were made members of the educational product (the "copy template"), they would be present as participants in all implementations of this product. This is not desirable. Therefore, only owners can be added to a product as members, not participants.
Member administration in the Course Planner
Because member administration is carried out in the implementation when using the Course Planner, the course settings offer the usage "Use in Course Planner":
Course > Administration > Settings > Tab Share > Section Usage
The course then no longer has any independent member administration: member administration now takes place exclusively in the member administration of the implementation, within the Course Planner.
Tab members > Add members
To add participants to an implementation as members, use:
Course Planner > Implementations > "your implementation" > Tab Members > Button "Add participants"
Tab members > Invitation and membership requests
When participants are assigned to an implementation, they receive a system notification by email depending on the context:
- Assignment to a course: notification with a link to the course area
- Assignment to an educational product: notification with a link to the course area
- Assignment to a group: notification with a link to the group area
The notification box "Accept membership requests" appears in the course area, in the group area, and directly on the course or educational product info page. Participants can accept or decline the request there. Acceptance is possible equally at all three locations.
Important
Whether confirmation by the invited persons is required depends on the reservation requirement configuration. Details on this can be found in the section on confirming membership below.
For administrators: System-wide configuration of the invitation >
Tab members > Confirmation of membership by line managers/education managers
The Course Planner can be set up so that a booking request must be confirmed by an administrative role (e.g. a line manager or education manager). With this setting, users can book a course, but the manager must confirm or decline the booking in an intermediate step.
This approval step can also be set up for all offers, except when paying with Paypal (since payment/booking there is immediate).
Tab Catalog
The various implementations can be offered in the catalog. To do this, an offer must be created, as for every catalog entry.
To draw the attention of potential participants to an offer in the catalog, you can send a direct link to the offer, e.g. in an email. You will find the links in the overview of the offers (per implementation in the Catalog tab).
If offers with booking options have been added to the catalog, the booking orders and their details can also be found under the "Catalog" tab in the "Booking orders" subsection.
Tab Settings
The many possible settings for an implementation can be found under several subordinate tabs. A preview info page is permanently available.
Metadata of the settings
The metadata entered here is used to simplify search processes, for example.
Infos in the settings
The information entered in the "Infos" tab is used for the display in the catalog, for example.
Implementation in the settings
The implementation settings include the implementation period, the location and the number of participants.
Configure automation
In the "Automation" subsection of the settings tab, you define when courses are instantiated automatically and when status changes are triggered automatically.
The subsection appears for elements whose element type has the use "Implementation" or "Element". For the use "Implementation or element (legacy)" it is missing.
If a course is to be used multiple times in exactly the same way, it can be created as a template. The courses are then created from the template for each implementation. Instantiation can take place automatically at a specific time and role-specifically, e.g. accessible to coaches a few days before an implementation starts. Until then, the template owners can still work on the template while the organizational planning in the Course Planner is already under way.
Scope of the automation rules:
Automation rules are defined at two levels:
- Element type level in the system administration under
Administration > Modules > Course Planner > Tab Element types: Administrators define default rules for each element type. These rules serve as a template for all elements of this type. - Element level
Settings tab > Automation: For each individual element, you decide whether the rules of the element type are adopted or overridden individually.
Two modes are available for the individual element:
- "Adopt from type "Element type"": The element uses the default rules of the element type. The label names the type and whether rules are active there. If administrators adjust the template, this automatically affects all elements that use this mode.
- "Override": The element uses deviating, individually configured rules, independent of the element type.
Types of automation rules:
| Type | Trigger |
|---|---|
| On status change | An action is triggered as soon as the implementation or element status reaches a certain value. |
| Time-controlled | An action is triggered relative to the start or end of the implementation period. |
Execution of the rules:
Enabled automations run once a day at a fixed time. The information text above the configuration names the time.
As soon as at least one rule is active, the header of the implementation above the tabs shows the date of the next execution under "Automation". If no execution is pending, a dash appears there.
To the element types and automation rules (Admin) >
To the to-dos on CPL elements >
Assessment in the settings
The sub-tab "Assessment" is displayed for implementations of type single course and for every implementation that is already assigned to a certification program. Here you link the implementation directly to a certification program, without going through the program itself.
- Use the "Certification program" toggle to enable or disable the link.
- If no program is linked yet, use the "Select" action to choose a program. The "Select certification program" dialog shows title, Reference, validity period, recertification and required credit points. Only programs you have access to are displayed.
- If a program is linked, a panel shows the program title. Validity period, recertification and required credit points appear there provided they are configured on the program. From there you open the program in a new tab (provided you have access to the program) or remove the link with "Remove"; the confirmation dialog "Remove certification program" completes the step. Removing requires the role Course planner or Product owner and must be confirmed. Participants who have already received a certificate remain members of the program.
An implementation can also be added directly via the certification program.
When copying an implementation, the link to the certification program is applied, provided you have permission for the program. If the permission is missing, the wizard shows the warning "The certification program cannot be applied due to a lack of permissions." Copying creates an entry in the program's activity log.
Options in the settings
Separate settings can be made here for each implementation:
- Calender configuration
- Schedule
- Absence configuration
- Absence management
- Progress configuration
Tab Absences
This tab only appears if absences have been activated on the element.
Activation takes place in the implementation settings: Settings tab > Options > Absence configuration.
Tab Reports
The reports that can be created here relate to the currently selected implementation.
In contrast, the report creation, which can be called up in the Overview, refers to all implementations. The structure of the Excel files (columns) and the procedure for creating them is identical for both.
Click on the arrows in the "Execute" column to generate Excel files with the current data using the listed templates.
You will then find the Excel files created in this way listed at the bottom of the screen. They can be copied and downloaded.
Copy an implememtation
You will find the "Copy element" action in the list of implementations at the end of a line under the 3 dots.
In the first step of the small wizard, you can select whether course content, dates, members, to-dos and room bookings should also be copied.
The second step of the wizard shows you an overview of the elements that will now be copied.
You can still make adjustments here (especially to the dates).
Click on the + in front of an element to display the courses and dates for the element.
An implementation contains many different dates that are arranged in a specific order. When copying, all of this data can be automatically adjusted and moved together. To do this, use the "Shift all dates" button in the overview of the elements. The dialog shows the "Reference date (earliest)". Under "Shift by" you choose between "Date" and "Days" and then enter the "New date" or the number of days.
Adopt to-dos when copying
To-dos of an implementation are carried over when copying. In the first step of the wizard, the "To-dos" selection determines how this is done:
- Standard: Copy to-dos with assignments.
- To-dos only: Copy to-dos without assignments.
- Don't copy: To-dos are not copied.
In the overview of the elements, the "#To-dos" column shows how many to-dos an element contains. In the detail view of an element, the "To-dos" section lists all to-dos with title, priority, date input (absolute or relative), due date, status, assignment, delegation and tags. Use the checkbox at the start of a row to deselect individual to-dos from copying. If no to-dos exist, the note "No to-dos available." is shown.
Adopt room bookings when copying
If the module "Rooms" is activated, the first step of the wizard additionally shows the "Room management" section. The "Room scheduling" selection there determines whether the room bookings of the events are copied as well:
- Copy: The room bookings are copied along with the events. This option is preselected.
- Don't copy: The room bookings are not copied.
The selection is only active if events are copied at all, that is if the "Copy" option is selected for Content or for Standalone events. Otherwise it is greyed out and no bookings are created.
You cannot see the Room management section?
The section only appears once a system administrator has activated the module "Rooms".
Manage rooms (administration) >
The copy takes over the room of the original booking. The period of the booking follows the copied event: if you shift the events with "Shift all dates", the bookings move along with them. When copying, OpenOlat does not check whether the room is still free in the new period. Conflicts such as a double booking only appear afterwards as a warning in Room Scheduling.
In the "Overview elements" step, the "#Rooms" column additionally appears if the module is active and the "Copy" option is selected. Expand an element and the "Events" table there lists the "Rooms" column with the booked rooms.
The "Copy element" action is available to administrators, course planners and product owners. You will find the complete overview in the rights matrix of the Course Planner.
You copy individual events in the event list of an implementation instead, with the "Copy" action. If you mark several events there and copy them together, OpenOlat takes over the room bookings automatically. If you copy a single event, the editing dialog of the copy opens with an empty "Rooms" field; you then select the rooms yourself.
Delete an implementation
You will also find the option to delete in the list of implementations at the end of a line under the 3 dots.
If you have already opened an implementation, you will also find the option to delete it at the top right under the 3 dots.
Further information
How do I create my first OpenOlat course >
Course Planner: Overview >
Course Planner: Products >
Course Planner: Events >
Course Planner: Certification programs >
Course Planner: Reports >
How can I plan and run courses with the Course Planner? >
How can I plan and run a course with the Course Planner? >
Activate Course Planner (Admin) >