MoodleDocs - User contributions [en]

Certifications

2024-08-14T09:07:47Z

Davidmatamoros: /* Recertification */

{{Workplace}}
Using certifications you can specify and track requirements for recurring [[Workplace Programs]]. Each certification is associated with a program, which must be completed for the user to become certified. A typical use case would be '''compliance training''' with a defined validity period that needs to be retaken to keep your employee certifications up to date.
==Overview==
A certification consists of a single program or recurring programs, both of which can expire after a certain amount of time. The renewal of the initial certification, known as recertification, either uses the same program or another program.
[[File:Certifications - Overview.png|border|center|frameless|900x900px|alt=]]
There are some program properties and actions that have been re-purposed to facilitate certifications, while others have been added:
*'''Expiry date''': The time when a program's validity ends
*'''Program reset''': Makes use of the reset function to facilitate recertification
*'''Due date''': Used for both certification and recertification
Learners can see all certifications they are allocated to on their [[My courses]] page and self-enrol into the certification courses by clicking on them. Some certification courses may not be available until prerequisites have been met.
{{#ev:youtube|bfPKnpvNMd0|100%|center|Moodle Workplace Certifications}}
==Certification details==
You can access the management of certifications via '''Site administration > Learning > Certifications''' or directly via the '''Certifications''' icon in the Workplace launcher.
[[File:Certifications - Active certifications.png|border|center|frameless|900px]]For each active certification, you see the '''Certification name''', any given '''Tags''', and the '''Program name''' that is used for the initial certification. To the right of each certification, you will see the following actions: '''Duplicate''', '''Archive''', '''Users''', and '''Progress report'''). You can filter the list of active certifications by '''Certification name''', '''Program name''', and '''Tags'''.
To create a new certification, click on the '''+New certification''' button. You will then see a pop-up screen and a range of certification details.
[[File:Certifications - New certification.png|border|frameless|603x603px|alt=|center]]
*'''Certification full name''' (Required): The name of the certification which is displayed in the list of active certifications and the users’ dashboard
*'''Certification ID number:''' A unique ID number that is used by the [[Upload users in Moodle Workplace#Programs and certifications allocations|Upload user tool]] and web services
*'''Certification tags''': Tags to be shown on the active certifications list
*'''Select program''' (Required): The program that is used for the initial certification. A program is not tied to a single certification, that is, each program can be used as part of multiple certifications.
*'''Add to course groups''': Specify whether you wish to add users to groups '''As defined in the program''' or '''Create groups for this certification'''. See also [[Certifications#Shared Certifications|Shared certifications]].
==Certification content==
The certification content contains information about the [[Certifications#Initial certification|initial certification path]], optional [[Certifications#Recertification|recertification]], [[Certifications#Certification users|users]] and [[Certifications#Certification dynamic rules|dynamic rules]].
===Initial certification===
Certifications are programs that are only valid for a certain amount of time. The first pass of a program is called the initial certification (path).

Under the '''Certification''' tab, you will see the associated '''Program''' that has been selected when creating the certification. Note the warning that is displayed underneath the selected program. This means, if there are already users assigned to the certification and changes are being made to any parameters, you have to be aware of the fact that the completion records of any certified users will not be affected by those modifications. So, if a user has already successfully finished the program or has been marked manually complete, the status will not change, even if the new certification requirements have not been achieved. This is relevant in a setup where the content of a training program has changed, possibly due to a change in legislation, so users who are already certified won't be affected until their recertification window opens. If they are affected, you will need to change their status manually.
[[File:Certifications - Initial certification.png|border|center|frameless|571x571px]]
In the '''Certification dates''' and '''Allocation window''' sections you can specify a number of absolute or relevant dates relevant to the certification.
The '''Certification dates''' section defines a start and expiry date, during which time a user can access the certification.
*'''Start date''': The first date that the user can start working on the certification
**'''Allocation date''': The date the users has been allocated to the certification
**'''Select date''': The certification can be started on or after the selected date
**'''After allocation date''': The time that has to pass after a user has been allocated to the certification. For example, if a user has been allocated on a Monday and this parameter is set to 1 day, the user's access to the certification will start on Tuesday.
*'''Due date''': The time that the user should have completed the certification by
**'''Never''': No due date
**'''After start date''': Time after the certification's Start date. For example, if the Start date is on a Monday, and the Due date is set to 1 day after start date, the Due date will be on Tuesday. Moodle Workplace does not check if the user actually started the certification or not; it just calculates this date using the start date.
*'''Expiry date''': The date that the certification loses its validity
**'''Never''': The certification never expires
**'''Select date''': The fixed date the certification expires
**'''After completion''': Time after the certification has been completed
**'''After allocation date''': Time after the user has been allocated to the certification
** '''After due date''': Time after the certification has been due
The '''Allocation window''' defines the range in which a user may be allocated to the certification. Bear in mind that dynamic rules ignore this time window.
* '''Start date''': The first day that the allocation can take place
**'''Not set''': There is no time limit from when the certification can be allocated
**'''Select date''': The certification can be allocated on or after the selected date
*'''End date''': The last day that the allocation can take place
**'''Not set''': There is no time limit until when the certification can be allocated
**'''Select date''': The certification can be allocated until the selected date
=== Certification details ===
This tab displays the same information when creating a new certification. All values can be edited.
[[File:Certifications - Details.png|border|center|frameless|900x900px]]
===Recertification===
It is possible to set up a workflow for user recertification after the initial (previous) certification expires. Recertification is the renewal of the initial certification either by requiring the completion of the same program again or by completing a different program.
[[File:Certifications - Recertification.png|border|center|frameless|544x544px]]
Once the '''Require certification''' setting has been enabled, a number of parameters have to be configured:
*'''Select a different program''': If enabled, the recertification uses a different program than the initial certification. If disabled (default), the same program will be used.
* '''Select program''': The program used for recertification. The program selected for the initial certification is not available for selection.
*'''Start date''': Start date for the recertification process, relative to previous certification expiry date. If the user was previously assigned to the program, all completion records will be reset. Take into account the displayed warning: if users are directly enrolled in any courses outside the program, the resetting will be carried out nonetheless.
*'''Due date''': The due date is always the expiry date of the previous (re)certification.
*'''Grace period''': Extra period of time given to finish the program to get certified after the previous certification expires. This option is only available if the recertification program is different from the initial program.
*'''Expiry date''': The date that the recertification loses its validity
**'''Never''': The recertification never expires
**'''After current certification completion''': Time after the current recertification has been completed
**'''After previous certification expiry date''': Time after the user has completed the previous (re-)certification
**'''After the latter of the current completion or expiration''': Whatever comes last of the two previous dates

'''Example for "Expiry date"''': The certification expiry date has been set to June 30th and the user has completed (re-)certification on June 15th.

'''Expiry Date "After Current Certification Completion":''' This setting considers the date when the user was certified. For instance, if you set the re-certification expiry date to "After current certification completion 1 month" and the user completes the certification on June 15th, the next expiry date will be set to July 15th. This calculation uses the certification completion date (June 15th) plus the time specified in the expiry date setting (1 month).

'''Expiry Date "After Previous Certification Expiry Date"''': This setting considers the expiry date from the previous certification round. For example, if you set the expiry date to "After previous certification expiry date 1 month" and the user also completes the certification on June 15th, the expiry date will be set to July 30th. This calculation uses the previous expiry date (June 30th) plus the time specified in the expiry date setting (1 month).

'''Expiry Date "After the latter of the current completion or expiration"''': In this example, the expiry date will be set to July 30th, since the date comes last of the two dates (July 15th and July 30th).
When the recertification start date is reached for a certified user, the recertification program will be reset and will appear on the user's dashboard, allowing them to start taking the program again. If the user has completed the program they will be considered certified until the new expiry date. If the program is not completed before the due date (or grace period where it is set), the user will be reallocated to the initial certification program and all courses within it that are not present in the recertification program will be reset for the user.

For recertification to work, ensure the initial certification is set to expire (not set to Never), or set the expiry dates individually.
===Certification users===
The information displayed on the '''Users''' tab shows all users who have been given access to the certification.
[[File:Certifications - Users.png|border|center|frameless|752x752px]]
The list of users provides the following information:
*'''First name / surname''': User's first name and last name
*'''Allocation source''': Indication how the user has been allocated to the certificate
**'''Manual''': manually, in [[Upload users in Moodle Workplace|batch mode]], or via web services
**'''Dynamic''': via dynamic rules
*'''Certification status''': User's progress of the certification
**[[File:Certifications - Open.png|border|frameless|38x38px]] The user has not completed the certification yet and the '''Due date''' has not been reached
**[[File:Certifications - Overdue.png|border|frameless|54x54px]] The user is running late in completing the certification
**[[File:Certifications - Certified.png|border|frameless|54x54px]] The user has successfully completed the certification and is thus certified
**[[File:Certifications - Expired.png|border|frameless|47x47px]] The certification expiry date has been passed, that is, the Certification has expired
**[[File:Certifications - Future allocation.png|border|frameless|99x99px]] The user's start date is set in the future
**[[File:Certifications - Suspended.png|border|frameless|67x67px]] The user's certification allocation has been suspended. Its entry in the table will be greyed out. This is not related to a user's account suspension. This is the only certification status that can coexist with another status.
*'''Allocation dat'''e: Date when the certification has been allocated to the user
*'''Expiry date''': Date when current certification expired (date or '''Never''').
*'''Current program''': Name of the current program; this might be different during initial certification and any recertifications.
*'''Due date''': Date when the certification is due.
* '''Program status''': See status options for [[Programs|Program users]].

The following '''Actions''' are available for certifications:
{| class="wikitable"
|+
!Action
!Description
!Allocation source
!Certification status
|-
|Edit allocation
|See [[Certifications#Edit allocation|Edit allocation]]
|Manual, Dynamic
|All
|-
|Certify user
|See [[Certifications#Certify users|Certify users]]
|Manual, Dynamic
|Open, Overdue, Future allocation, Suspended
|-
|Revoke certification
|See [[Certifications#Revoke certification|Revoke certification]]
|Manual, Dynamic
|Certified, Expired
|-
|Certification activity log
|See [[Certifications#Certification activity log|Certification activity log]]
|Manual, Dynamic
|All
|-
|Progress overview
|See [[Certifications#Progress overview|Progress overview]]
|Manual, Dynamic
|All
|-
|Delete allocation
|See [[Certifications#Delete allocation|Delete allocation]]
|Manual
|All
|}
The actions '''Edit status and dates''' and '''De-allocate users''' can be applied in bulk to multiple users via the '''With selected users...''' drop-down at the bottom. Bear in mind, that this is only possible for users with the '''Allocation source''' set to '''manual'''.

The rules according to allocations sources are the same as the ones listed in the table above. That is, if users with different allocation sources have been selected, the actions will only be carried out on users for the selected action is supported.
====Edit allocation====
You can manually override the schedule information of a user. Managers and other users with the ''tool/certification:allocateuser'' capability have permission to manually modify the scheduling information of users. This intervention is useful if a user is unable to complete a certification due to long-term illness, because of maternity/paternity leave, or any other circumstance that prevents the certification from being completed on time.
[[File:Certifications - Recertification Edit users.png|border|center|frameless|566x566px]]
The following values are available when manually editing a user's certification data:
*'''Status''': '''Suspended''' status will hide this certification from the user, whereas the '''Default''' ('''Active''') status will show it
*'''Certification status''': Displays the [[Certifications#Certification users|certification status]].
* '''Start date''': The default is the '''Start date''' that has been specified in the Certification dates section of the initial certification. You can override this with a fixed value by selecting and specifying a date via '''Select date'''.
*'''Due date''': The default is the '''Due date''' that has been specified in the Certification dates section of the initial certification. You can override this with a fixed value by selecting and specifying a date via '''Select date'''. When you manually override the due date, the warning icon will be shown beside '''Due date''' on the list of users.

If a user is in the recertification phase and the recertification program is different from the initial one, it is possible to modify the following recertification values:
* '''Recertification start date''': New recertification start date
*'''Due date''': New recertification due date, which can be manually modified if the user has not been certified yet. Once the user has been certified at least once (even if the user is currently doing a recertification), the due date will be locked and the expiry date will be displayed instead.
*'''Grace period ends''': New recertification due date, either the specified default or select a fixed date. This option is only available if the initial program is different to the re-certification program and the program status equals Certified.
*'''Current program''': You can change the program the user is currently taking if the initial program is different to the re-certification program and if status equals '''Expired'''. Once you switch the current program, the '''Reset additional courses''' option is shown, which resets the courses that are part of the new program that were not part of the old program.
[[File:Certifications - Recertification Edit users.png|border|center|frameless|511x511px]]
====Certify users====
To manually certify a user without having to wait for certification completion, select the '''Certify user''' option. There are three options to choose from when manually setting the '''Expiry date''':
*'''Default''': The default is the '''Expiry date''' that has been specified in the Certification dates section of the initial certification.
*'''Never''': The certification will never expire and it valid indefinitely
*'''Select date''': You can specify a specific date using this option
[[File:Certifications - Recertification Manually certify user.png|border|center|frameless|611x611px]]Bear in mind that this option is only available if the user status is not certified or expired.
====Revoke certification====
Any completion data will be deleted, that is, any course completion data is reset in all courses of the associated program. This action cannot be undone! The execution of resetting a user's certification progress will take place during the next cron run.

Awards that might have been given on completion will not be revoked.

Note that the revoke option will only be available for users who have been certified manually. That is, it will not be available for users who have been certified by dynamic rules or for users who got certified by completing the associated program.

Bear in mind that this option is only available if the user is certified or the certification has expired.
====Certification activity log====
Certifications often contain important information in compliance or mandatory learning settings. To provide evidence, for instance, during an audit, Moodle Workplace provides an activity log which can be accessed via the '''Certification activity log''' option from the User view. The activity log shows a user's progress through an allocated certification. Recorded activities contain manual activities (performed by users) and automatic activities (carried out by the system)
[[File:Certifications - Activity log.png|border|center|frameless|900x900px]]
====Progress overview====
The progress overview opens a modal window, which is similar to the view of a certification on a user's dashboard.
====Delete allocation====
This removes the user and all associated data from the certification. This action cannot be undone! This option is only available if '''Allocation source''' is set to manual. Note that users who have been allocated via dynamic rules can only be deleted via dynamic rules.
===Certification dynamic rules===
[[Dynamic rules]] allow certifications to be configured both in conditions and actions. Certification dynamic rules only apply to the particular certification. They save you from having to create lots of site-wide rules and keep everything in a single place, which improves the maintenance of certifications.

The '''Dynamic rules''' tab gives quick access to some rules which affect the certification and are created by default. These allow the site administrator to do things like sending a notification to the user when they're allocated to the certificate, issuing a certificate or a badge, allocating to another program/certification, or sending a reminder when the certification is overdue. Set actions for these predefined rules and click the toggle button to activate them.
[[File:Certifications - Dynamic rules.png|border|center|frameless|584x584px]]
The available conditions are the same as the ones available in the '''Certifications''' section in [[Dynamic rules]]. They cannot be changed, that is you can only configure the actions of each rule. Since the conditions cannot be configured in certification dynamic rules, the following logic is applied for its default values:
* The selected '''certification''' is the current certification
* If criteria are available, the first option will be selected
* Any date fields are disabled
For example, for the condition "Users that have status 'Certified' in certification...", the certification you are currently working on is selected, which is also mentioned in the condition name. Furthermore, the first criterion "All of the selected certifications have been certified" is selected, the date option "Certified date on or after" is set to Disabled, and "Only execute actions when the user status changes from 'not certified' to 'certified'" is chosen. If you require any of those settings to be any different, you need to create a site-wide rule; this restriction is likely to be rectified in the (near) future.

Make sure you enable each dynamic rule that has been configured. Most dynamic rules have been set up as scheduled tasks, that is, the action will not be carried out immediately, but when the next cron run will be executed.
==Shared Certifications==
After enabling Shared space, users can create shared certifications inside of it. These shared certifications will be listed in '''Certifications''' main page in all tenants and will be marked with a Shared space label next to it. Users from these tenants with no access to the Shared space will be only able to allocate users to these certifications.

To create a certification in shared space, access the '''Shared space''' from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Certifications in the Workplace launcher and create a new certification as usual.

[[Programs#Shared courses|Sharing courses across certifications]] is configured in the program that is associated with the certification, not at certification level.
==Certifications Archive==
A certification is either Active or Archived. '''Active''' certifications are currently in use, that is, learners are working through certification courses. '''Archived''' certifications are not in use, but their progress and completion data has to be available. Once a program is being archived (using the Archive button in the action column), it will no longer be available for managers or learners and may only be viewed in historical reports.

Archived certifications are stored via the Archived tab where you have three actions available:
*'''Progress report''': This is the same progress report as shown on the [[Programs|Teams]] tab on the manager dashboard.
*'''Restore''': The state of the certification will be changed from Archived back to Active.
*'''Delete''': This will remove the certification permanently and delete all associated data. Note that this action cannot be undone.

== Certifications Reports ==
From the '''Reports''' tab, you get access to the following 2 certifications reports:

* Certifications progress: Status and progress data of all users and certifications
* Overdue certifications: The same report, but already pre-filtered by certifications that are running late

[[File:Certifications - Certifications Reports.png|border|center|frameless|900x900px]]

Both reports contain the following columns:

* '''First name / Last name'''
* '''Certification name'''
* '''Allocation date'''
* '''Due date'''
* '''Expiry date'''
* '''Certification status''' (Open, Certified, Overdue, Suspended, Future allocation)
* '''Certified date'''
* '''is recertification''' (Yes, No)
* '''Current program'''
* '''Current program status''' (Open, Completed, Overdue, Suspended, Future allocation)
* '''Current program progress'''
* '''Actions''':
** '''Certification activity log'''
** '''Progress overview'''

== Certifications Use Cases (work in progress) ==
The following subsections describe some typical certifications scenarios.
=== One-off certification, user on time ===
'''Use case''': Users have to be certified once, that is without re-certification, and certification expires after a specified period.

'''Example''': Craftsmen who have to undertake a Health & Safety program, before access is granted to a building site.
[[File:Certifications Use Case - One-off certification, user is on time.png|border|center|frameless|900x900px]]
The following '''scenario''' is visualised in the diagram:
* The user is assigned to the certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
* The user completes the program on 12 Feb 2023 (on time)
* The certification expires 12 months after completion (here, 11 Feb 2024)
=== One-off certification, user running late ===
Same as above, but the user is running late, that is, some or all of the Health & Safety program is not (yet) completed.
[[File:Certifications Use Case - One-off certification, user running late.png|border|center|frameless|900x900px]]
The following '''scenario''' is visualised in the diagram:
* The user is assigned to the certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks (due date is 15 Feb 2023)
* The user completes the program on 20 Feb 2023 (late by 5 days). During this period, the certification status is '''Overdue'''.
* The certification expires 12 months after completion (here, 19 Feb 2024)
=== Annual recertification (same content) ===
'''Use case''': Users have to be certified in regular intervals. The content of the initial certification and the re-certification is the same. The certification expires after a specified period.
'''Example''': All IT staff must undergo the full annual data protection course.
[[File:Certifications Use Case - Annual recertification (same content).png|alt=|border|center|frameless|900x900px]]

The following '''scenario''' is visualised in the diagram:
* The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
* The user completes the program on 12 Feb 2023 (on time)
* The certification expires 12 months after completion (here, 11 Feb 2024)
* The recertification window opens 1 month before expiry, that is, on 12 Jan 2024
* Internally, the program P1 is reset on 12 Jan 2024 (start date)
* During the recertification period, the expiry date is 1 year after the current certification completion (here, 14 Jan 2025)
=== Annual recertification (different content) ===
'''Use case''': Users have to be certified in regular intervals. The content of the initial certification is different to the re-certification content. The certification expires after a specified period.
'''Example''': All staff must undergo an initial (full) data protection course; in the following years only an update course is required to acquire knowledge of the latest regulations.
[[File:Certifications Use Case - Annual recertification (different content).png|alt=|border|center|frameless|900x900px]]

The following '''scenario''' is visualised in the diagram:
* The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
* The user completes the program on 12 Feb 2023
* The certification expires 12 months after completion (here, 11 Feb 2024)
* The recertification window for program P2 opens 1 month before expiry, that is, on 12 Jan 2024

* During the recertification period, the expiry date is 1 year after the current certification completion (here, 14 Jan 2025)
* Note, P1 is not reset, P2 will be reset during the next recertification period (2026)
=== Annual recertification (valid for calendar year) ===
'''Use case''': Same as above, but the certification expires on the 31st of December of every year.
'''Example''': All medical staff must be certified for the current calendar year, no matter when the start date.
[[File:Certifications Use Case - Annual recertification (valid for calendar year).png|alt=|border|center|frameless|900x900px]]

The following '''scenario''' is visualised in the diagram:
* The user is assigned to the initial certification on 1 Feb 2023 and has to complete the program P1 within 2 weeks
* The user completes the program on 12 Feb 2023
* The certification expires on 31 Dec 2023
* The recertification window for program P2 opens 1 month before expiry for every certified (on 1 Dec 2023)

File:wp-pr-dashboard.png

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Certifications

2021-03-09T14:12:39Z

Davidmatamoros: /* Users */

{{Workplace}}

== Overview ==
Using certifications we can specify and track requirements for recurring [[Programs|Workplace Programs]]. Each certification is associated with a program, which must be completed to allow the user to become certified. Users can be certified for a given period of time, after which the certification can be retaken or updated.

{{MediaPlayer | url = https://youtu.be/izdACOdrfQo | desc = Moodle Workplace | Training | Certifications}}

== Accessing certifications ==
To access the Certifications tool select the option from the Workplace launcher. The page is divided into two tabs: "Active" and "Archived", each of which list certifications depending on their current status.

== Create a new certification ==
To create a new certification press the "Add new certification" button, choose a name and select the program that this certification will be related to. When this form is complete, we can complete the rest of the certification setup.

[[File:wp-ce-new.png]]

== Certification ==
Under the "Certification" tab, we can modify the associated program, certification dates (start date, due date and expiry date) and we can define the allocation times for it. Certification dates can be set relative to one another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later, expiring after 12 months. The allocation start and end date define the range in which a user may be allocated to the certification.

''If we modify the associated program, the users who are currently allocated to this program will not be reallocated automatically. This can be done manually on per-user basis. The status of users who have already completed the program, or those who were manually marked as certified, will not change but they will be unallocated from the old program and will no longer see it on their dashboard.''

[[File:wp-ce-certification.png]]

== Recertification ==
It is possible to set up a workflow for user recertification after the initial (previous) certification expires. Under the "Recertification" tab we can enable recertification and choose if we want to use the same program as in the initial certification or a different one just for the recertification.

In this tab we can also set four different dates:
* '''Start date''' for the recertification process, relative to previous certification expiry date.
* '''Due date''' for the recertification process, always the previous certification expiry date.
* '''Grace period''' is the extra amount of time we give the user after the expiry date has been reached to finish the recertification program. Grace period is only available if the recertification program is different to the initial one.
* '''Expiry date''' is when this recertification program will expire.

When the recertification start date is reached for a certified user, the [[Programs#Program_reset|recertification program will be reset]] and will appear on the user's dashboard, allowing them to start taking the program again. If the user has completed the program they will be considered "certified" until the new expiry date. If the program is not completed before the due date (or grace period where it is set), the user will be reallocated to the initial certification program and all courses within it that are not present in the recertification program will be reset for the user.

[[File:wp-ce-recertification.png]]

== Users ==
Users can be allocated to a certification from the "Users" tab by pressing the "Allocate users" button. This page lists all users who are currently allocated to the certification, along with their certification status plus their status in the associated program.

It's possible to manually certify an allocated user regardless of their progress through the associated program by clicking on the "Certify user" button. Using the "Edit" button we can also modify the status of a certification and it's start/due/expiry dates on a per-user basis. When recertification is enabled it's possible to modify the recertification start date and due date. It's possible to modify the grace period if the recertification program is different from the initial one. We can also select several users at a time and perform some of these actions in bulk.

To see a report of a users' progress through a certification, click the "Certification activity log" button for the user. The report lists events such as the date the user was allocated, the programs that were completed and the date they became certified in chronological order.

[[File:wp-ce-users.png]]

== Dynamic rules ==
The [[Dynamic rules]] tab gives quick access to some rules which affect the certification and are created by default. These allow the site administrator to do things like sending a notification to the user when they're allocated to the certificate, issuing a certificate or a badge, allocating to another program/certification, or sending a reminder when the certification is overdue. Set actions for these predefined rules and click the toggle button to activate them.

[[File:wp-ce-dynamicrules.png]]

== Shared certifications ==
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared certifications inside of it. These shared certifications will be listed in Certifications main page in all tenants and will be marked with a "Shared space" label next to it. Users from these tenants with no access to the Shared space will be only able to allocate users to these certifications.

[[File:wp-shared-certification.png]]

=== Creating a new shared certification ===
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Certifications in the Workplace launcher and create a new certification as usual.

File:wp-ce-users.png

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Organisation structure

2021-03-09T13:58:43Z

Davidmatamoros: /* Shared Organisation Structure */

{{Workplace}}

= Overview =
Organisation structure is a combination of three Moodle Workplace features: departments, positions and jobs.

{{MediaPlayer | url = https://youtu.be/c-vx7SL2Q20 | desc = Moodle Workplace | Training | Organisation Structure}}

We can use departments and positions hierarchies to define any organisation structure and define all reporting lines, assigning jobs to employees in any department with any position.

Having an organisation structure can help the tenant administrator to:

* Create dynamic rules that automatically do something based on a users position or department (for example, enrol them in an induction course)
* Create custom reports that have a specific department (or position) as their audience
* Filter/search lists of users within the organisation based on their position and department
* Create team managers by assigning jobs with "Manager" or "Department lead" positions to users

Having a manager position means that:

* Your team list is displayed on your dashboard
* You are able to allocate your team members to programs and certifications ''without any capabilities'' (if enabled in the position settings)
* You are able to view custom reports on your team members ''without any capabilities'' (according to configured [[Report_builder#Configuring_audience|report audience]] settings)
* You can receive notifications about completions/overdue certifications (if enabled in the position settings)

= Departments and positions =
To access the page, click "Organisation structure" from the workplace launcher. This page is available to users with either the [[Tenant administrator role|Tenant administrator]] or [[Organisation manager role|Organisation manager]] role.

Departments and positions can be grouped together into '''frameworks'''. There can be different use cases for the frameworks - they can be used to create completely isolated sets of departments, for example one framework could be based on physical location and another one on a team within an organisation. Frameworks can also represent sub-divisions of a big organisation.

[[File:wp-os-frameworks.png]]

Both position and department structures can be '''hierarchical''', however it is more likely that the organisation would have only one of them hierarchical and another one as a flat list.

Positions have additional properties that are called "Global manager" and "Department manager". See the following example for an explanation:

== Adding new departments ==

Departments must be created inside a department framework. If there are no department frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new department inside the framework. Notice that all departments also have a "+" icon: by clicking on it, a sub-department will be created.

== Adding new positions ==

Positions must be created inside a position framework. If there are no position frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new position inside the framework. Notice that all positions also have a "+" icon: by clicking on it, a sub-position will be created.

=== Roles ===

Each position can have different roles and permissions to the users that have these job positions assigned to.

[[File:wp-add-position.png]]

These are the available permissions:

* Allocate users to programs/certifications
* View user reports
* Receive notifications

These permissions can be assigned to Managers, Department leads or both.

==== Manager ====

A person with the manager job will be considered a manager of anyone in a lower position, regardless of their departments.

==== Department lead ====

A person with the department lead job will be considered a manager on anyone in the same department or sub-department, regardless of their position.

== Example 1: Organisation structure hierarchy based on positions ==

The company chooses to store their hierarchy in the "Positions" tree. The CEO is the top position, underneath are the CTO and CFO. Managers of several technical teams are under the CTO, and members of these teams are under these managers. This means that there are separate positions in the hierarchy for "Members of team A" and "Members of team B". The same company uses departments as physical locations (countries, cities or rooms). They may or may not have a hierarchy. In this structure all positions that have "children" will be marked as a "Global manager". This will allow people who hold jobs in these positions to see everybody in the positions below them as their team. It's probable that the CEO does not need to "Receive notifications" from everybody in their company but they may need to see reports on them.

== Example 2: Organisation structure hierarchy based on departments ==

In this company departments represent different divisions and teams inside the company. Their structure is hierarchical. There are several positions, such as "Facilitator" and "Staff member". The "Facilitator" position has the "Department manager" checkbox enabled. When people get assigned jobs in different departments, the facilitators will be able to see everybody from their department as their team.

It's possible to create more complex structures with hierarchies in both positions and departments, and also positions that are both "Global manager" and "Department manager".

= Assigning jobs =

When the organisation structure is defined, the tenant administrator can assign jobs to different users. As shown in the examples above, when somebody is assigned a job that has manager permissions they are able to see other users from their team.

One user can have multiple jobs and be part of multiple teams.

A job represents the current job that an employee is performing, consisting of a position within a department. Actual employees' jobs can change over time, people can be promoted or transferred from one department to another. However once a job is created it is not possible to change its department and position. It is also not recommended to delete any jobs (unless they were created by mistake). Instead, the tenant administrator should set the "End date" on the current job and create a new job in the new position or department. Most reports will only show "current jobs" (i.e. those that are active at this moment in time) and automatically hide past jobs. However for historical purposes it is very useful to keep a history of all jobs that employees have had.

[[File:wp-os-new-job.png]]

Permissions to be a team manager or allocate users to programs are always taken from the '''current user's jobs''' (when current date is between job's start and end date).

= Shared Organisation Structure =

An Organisation Structure can be created in the Shared Space to be used across all tenants.

Jobs can be assigned to users in their tenants using shared Departments and Positions, and when moving users between tenants, jobs using shared departments and positions will be moved along.

To create shared departments and positions we need to access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared Space, go to Organisation structure in the Workplace launcher, and from here create new departments and positions as usual. Notice that there are no jobs in the Shared Space because users can not belong to Shared space.

Once we have created some departments and positions in the Shared space, we can use them from within all the other tenants. When creating a new job, they will be available in the departments and position selectors, and we can assign them to the users in our tenant.

= Automation and integrations =

To create departments and positions in bulk you can use [[Migrations]] tool. There are CSV importers available and via both web and CLI interfaces. Import wizard allows to specify how columns in the CSV file should be mapped to the properties of departments and positions. Only name is required, the smallest working CSV file can have only one column

It is also possible to use Web Services: '''tool_organisation_create_positions''' and '''tool_organisation_create_departments'''. Parameters descriptions are available inside Moodle itself - see [[Using web services]]

The [[Upload_users_in_Moodle_Workplace|Upload users tool]] was enhanced in Moodle Workplace and it includes functionality to assign users jobs in bulk or change existing jobs (set the end date).

Organisation structure

2021-03-09T13:58:18Z

Davidmatamoros: /* Shared Organisation Structure */

{{Workplace}}

= Overview =
Organisation structure is a combination of three Moodle Workplace features: departments, positions and jobs.

{{MediaPlayer | url = https://youtu.be/c-vx7SL2Q20 | desc = Moodle Workplace | Training | Organisation Structure}}

We can use departments and positions hierarchies to define any organisation structure and define all reporting lines, assigning jobs to employees in any department with any position.

Having an organisation structure can help the tenant administrator to:

* Create dynamic rules that automatically do something based on a users position or department (for example, enrol them in an induction course)
* Create custom reports that have a specific department (or position) as their audience
* Filter/search lists of users within the organisation based on their position and department
* Create team managers by assigning jobs with "Manager" or "Department lead" positions to users

Having a manager position means that:

* Your team list is displayed on your dashboard
* You are able to allocate your team members to programs and certifications ''without any capabilities'' (if enabled in the position settings)
* You are able to view custom reports on your team members ''without any capabilities'' (according to configured [[Report_builder#Configuring_audience|report audience]] settings)
* You can receive notifications about completions/overdue certifications (if enabled in the position settings)

= Departments and positions =
To access the page, click "Organisation structure" from the workplace launcher. This page is available to users with either the [[Tenant administrator role|Tenant administrator]] or [[Organisation manager role|Organisation manager]] role.

Departments and positions can be grouped together into '''frameworks'''. There can be different use cases for the frameworks - they can be used to create completely isolated sets of departments, for example one framework could be based on physical location and another one on a team within an organisation. Frameworks can also represent sub-divisions of a big organisation.

[[File:wp-os-frameworks.png]]

Both position and department structures can be '''hierarchical''', however it is more likely that the organisation would have only one of them hierarchical and another one as a flat list.

Positions have additional properties that are called "Global manager" and "Department manager". See the following example for an explanation:

== Adding new departments ==

Departments must be created inside a department framework. If there are no department frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new department inside the framework. Notice that all departments also have a "+" icon: by clicking on it, a sub-department will be created.

== Adding new positions ==

Positions must be created inside a position framework. If there are no position frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new position inside the framework. Notice that all positions also have a "+" icon: by clicking on it, a sub-position will be created.

=== Roles ===

Each position can have different roles and permissions to the users that have these job positions assigned to.

[[File:wp-add-position.png]]

These are the available permissions:

* Allocate users to programs/certifications
* View user reports
* Receive notifications

These permissions can be assigned to Managers, Department leads or both.

==== Manager ====

A person with the manager job will be considered a manager of anyone in a lower position, regardless of their departments.

==== Department lead ====

A person with the department lead job will be considered a manager on anyone in the same department or sub-department, regardless of their position.

== Example 1: Organisation structure hierarchy based on positions ==

The company chooses to store their hierarchy in the "Positions" tree. The CEO is the top position, underneath are the CTO and CFO. Managers of several technical teams are under the CTO, and members of these teams are under these managers. This means that there are separate positions in the hierarchy for "Members of team A" and "Members of team B". The same company uses departments as physical locations (countries, cities or rooms). They may or may not have a hierarchy. In this structure all positions that have "children" will be marked as a "Global manager". This will allow people who hold jobs in these positions to see everybody in the positions below them as their team. It's probable that the CEO does not need to "Receive notifications" from everybody in their company but they may need to see reports on them.

== Example 2: Organisation structure hierarchy based on departments ==

In this company departments represent different divisions and teams inside the company. Their structure is hierarchical. There are several positions, such as "Facilitator" and "Staff member". The "Facilitator" position has the "Department manager" checkbox enabled. When people get assigned jobs in different departments, the facilitators will be able to see everybody from their department as their team.

It's possible to create more complex structures with hierarchies in both positions and departments, and also positions that are both "Global manager" and "Department manager".

= Assigning jobs =

When the organisation structure is defined, the tenant administrator can assign jobs to different users. As shown in the examples above, when somebody is assigned a job that has manager permissions they are able to see other users from their team.

One user can have multiple jobs and be part of multiple teams.

A job represents the current job that an employee is performing, consisting of a position within a department. Actual employees' jobs can change over time, people can be promoted or transferred from one department to another. However once a job is created it is not possible to change its department and position. It is also not recommended to delete any jobs (unless they were created by mistake). Instead, the tenant administrator should set the "End date" on the current job and create a new job in the new position or department. Most reports will only show "current jobs" (i.e. those that are active at this moment in time) and automatically hide past jobs. However for historical purposes it is very useful to keep a history of all jobs that employees have had.

[[File:wp-os-new-job.png]]

Permissions to be a team manager or allocate users to programs are always taken from the '''current user's jobs''' (when current date is between job's start and end date).

= Shared Organisation Structure =

An Organisation Structure can be created in the Shared Space to be used across all tenants.

Jobs can be assigned to users in their tenants using shared Departments and Positions, and when moving users between tenants, jobs using shared departments and positions will be moved along.

To create shared departments and positions we need to access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared Space, go to Organisation structure in the Workplace launcher, and from here create new departments and positions as usual. Notice that there are no jobs in the Shared Space because users can not belong to Shared space.
Once we have created some departments and positions in the Shared space, we can use them from within all the other tenants. When creating a new job, they will be available in the departments and position selectors, and we can assign them to the users in our tenant.

= Automation and integrations =

To create departments and positions in bulk you can use [[Migrations]] tool. There are CSV importers available and via both web and CLI interfaces. Import wizard allows to specify how columns in the CSV file should be mapped to the properties of departments and positions. Only name is required, the smallest working CSV file can have only one column

It is also possible to use Web Services: '''tool_organisation_create_positions''' and '''tool_organisation_create_departments'''. Parameters descriptions are available inside Moodle itself - see [[Using web services]]

The [[Upload_users_in_Moodle_Workplace|Upload users tool]] was enhanced in Moodle Workplace and it includes functionality to assign users jobs in bulk or change existing jobs (set the end date).

Organisation structure

2021-03-09T13:50:37Z

Davidmatamoros: /* Shared Organisation Structure */

{{Workplace}}

= Overview =
Organisation structure is a combination of three Moodle Workplace features: departments, positions and jobs.

{{MediaPlayer | url = https://youtu.be/c-vx7SL2Q20 | desc = Moodle Workplace | Training | Organisation Structure}}

We can use departments and positions hierarchies to define any organisation structure and define all reporting lines, assigning jobs to employees in any department with any position.

Having an organisation structure can help the tenant administrator to:

* Create dynamic rules that automatically do something based on a users position or department (for example, enrol them in an induction course)
* Create custom reports that have a specific department (or position) as their audience
* Filter/search lists of users within the organisation based on their position and department
* Create team managers by assigning jobs with "Manager" or "Department lead" positions to users

Having a manager position means that:

* Your team list is displayed on your dashboard
* You are able to allocate your team members to programs and certifications ''without any capabilities'' (if enabled in the position settings)
* You are able to view custom reports on your team members ''without any capabilities'' (according to configured [[Report_builder#Configuring_audience|report audience]] settings)
* You can receive notifications about completions/overdue certifications (if enabled in the position settings)

= Departments and positions =
To access the page, click "Organisation structure" from the workplace launcher. This page is available to users with either the [[Tenant administrator role|Tenant administrator]] or [[Organisation manager role|Organisation manager]] role.

Departments and positions can be grouped together into '''frameworks'''. There can be different use cases for the frameworks - they can be used to create completely isolated sets of departments, for example one framework could be based on physical location and another one on a team within an organisation. Frameworks can also represent sub-divisions of a big organisation.

[[File:wp-os-frameworks.png]]

Both position and department structures can be '''hierarchical''', however it is more likely that the organisation would have only one of them hierarchical and another one as a flat list.

Positions have additional properties that are called "Global manager" and "Department manager". See the following example for an explanation:

== Adding new departments ==

Departments must be created inside a department framework. If there are no department frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new department inside the framework. Notice that all departments also have a "+" icon: by clicking on it, a sub-department will be created.

== Adding new positions ==

Positions must be created inside a position framework. If there are no position frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new position inside the framework. Notice that all positions also have a "+" icon: by clicking on it, a sub-position will be created.

=== Roles ===

Each position can have different roles and permissions to the users that have these job positions assigned to.

[[File:wp-add-position.png]]

These are the available permissions:

* Allocate users to programs/certifications
* View user reports
* Receive notifications

These permissions can be assigned to Managers, Department leads or both.

==== Manager ====

A person with the manager job will be considered a manager of anyone in a lower position, regardless of their departments.

==== Department lead ====

A person with the department lead job will be considered a manager on anyone in the same department or sub-department, regardless of their position.

== Example 1: Organisation structure hierarchy based on positions ==

The company chooses to store their hierarchy in the "Positions" tree. The CEO is the top position, underneath are the CTO and CFO. Managers of several technical teams are under the CTO, and members of these teams are under these managers. This means that there are separate positions in the hierarchy for "Members of team A" and "Members of team B". The same company uses departments as physical locations (countries, cities or rooms). They may or may not have a hierarchy. In this structure all positions that have "children" will be marked as a "Global manager". This will allow people who hold jobs in these positions to see everybody in the positions below them as their team. It's probable that the CEO does not need to "Receive notifications" from everybody in their company but they may need to see reports on them.

== Example 2: Organisation structure hierarchy based on departments ==

In this company departments represent different divisions and teams inside the company. Their structure is hierarchical. There are several positions, such as "Facilitator" and "Staff member". The "Facilitator" position has the "Department manager" checkbox enabled. When people get assigned jobs in different departments, the facilitators will be able to see everybody from their department as their team.

It's possible to create more complex structures with hierarchies in both positions and departments, and also positions that are both "Global manager" and "Department manager".

= Assigning jobs =

When the organisation structure is defined, the tenant administrator can assign jobs to different users. As shown in the examples above, when somebody is assigned a job that has manager permissions they are able to see other users from their team.

One user can have multiple jobs and be part of multiple teams.

A job represents the current job that an employee is performing, consisting of a position within a department. Actual employees' jobs can change over time, people can be promoted or transferred from one department to another. However once a job is created it is not possible to change its department and position. It is also not recommended to delete any jobs (unless they were created by mistake). Instead, the tenant administrator should set the "End date" on the current job and create a new job in the new position or department. Most reports will only show "current jobs" (i.e. those that are active at this moment in time) and automatically hide past jobs. However for historical purposes it is very useful to keep a history of all jobs that employees have had.

[[File:wp-os-new-job.png]]

Permissions to be a team manager or allocate users to programs are always taken from the '''current user's jobs''' (when current date is between job's start and end date).

= Shared Organisation Structure =

An Organisation Structure can be created in the Shared Space to be used across all tenants.

Jobs can be assigned to users in their tenants using shared Departments and Positions, and when moving users between tenants, jobs using shared departments and positions will be moved along.

To create shared departments and positions we need to access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared Space, go to Organisation structure in the Workplace launcher, and from here create new departments and positions as usual. Notice that there are no jobs in the Shared Space because users can not belong to Shared space.

= Automation and integrations =

To create departments and positions in bulk you can use [[Migrations]] tool. There are CSV importers available and via both web and CLI interfaces. Import wizard allows to specify how columns in the CSV file should be mapped to the properties of departments and positions. Only name is required, the smallest working CSV file can have only one column

It is also possible to use Web Services: '''tool_organisation_create_positions''' and '''tool_organisation_create_departments'''. Parameters descriptions are available inside Moodle itself - see [[Using web services]]

The [[Upload_users_in_Moodle_Workplace|Upload users tool]] was enhanced in Moodle Workplace and it includes functionality to assign users jobs in bulk or change existing jobs (set the end date).

Programs

2021-03-09T13:39:22Z

Davidmatamoros: /* User allocation */

{{Workplace}}

== Overview ==
Programs are entities that contain a list of courses that are required to be completed by users. These courses can be grouped into a hierarchical structure and can be arranged in a specific order within the program. Some programs (or sets inside the program) may be configured so that learner needs to complete only several of the courses in order for the program (or set) to be considered completed, in this case learner can choose which courses to take. Learners allocated to the programs can see their current programs on their [[Learner dashboard|Learner dashboards]] and self-enrol into the program courses by clicking on them. Some program courses may not be available until the per-requisites are completed, in which case the appropriate message will be displayed.

As a tenant administrator or Programs manager you can access the Programs tool by selecting Programs from the Workplace launcher.

{{MediaPlayer | url = https://youtu.be/s_CMgdbnxP8 | desc = Moodle Workplace | Training | Programs}}

== Programs list ==
This list shows all existing programs according to their "Active" or "Archived" status. Active programs are the ones we can modify and are available to users. Archived programs cannot be edited and are not available to users. Only archived programs can be deleted from the system but doing so we will lose related data in reports.

On this page we can also duplicate a program, which includes all configuration and content but excludes user allocations.

== Creating a new program ==
To create a new program press the "Add new program" button and choose a name and description for your program. In case you have previously created program custom fields they will appear at the end of this form. Once this step is complete, we can configure the program content and allocate users.

[[File:wp-pr-new.png]]

== Adding courses ==
Courses can be added to your program from the program "Content" tab. We can either add individual courses, or group them together in "sets".

* To add a course click the add button and select "Course". You can select as many courses as you want.
* To add "sets" of courses click the add button and select "Set". Give your set a name and select which courses you want to add to it. See the section on [[#Completion|completion]] below to define how the set should be completed by a user

You can use drag-and-drop o re-order elements within the program in order to set a specific order.

[[File:wp-pr-add-courses.png]]

=== Completion ===
Each program, and course sets within it, can define how they should be considered as being completed by the user:

* All in order - the user must complete all courses in the order specified
* All in any order - the user must complete all courses in no particular order
* At least X - the user must complete at least X number of the courses

[[File:wp-pr-set-completion.png]]

== Schedule ==
Under the program "Schedule" tab, we can define the availability and allocation times for the program. The "Allocation window" defines when a user can be allocated to a program. The "Availability" section defines a start and end date during which time a user can access the program. The due date is the time by which the user should have completed the program. Each of the times can be set relative to another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later.

[[File:wp-pr-schedule.png]]

== User allocation ==
Users can be manually allocated to a program from the "Users" tab. This page also lists all allocated users from other sources (such as via a Certification). For those users allocated to a program via a [[Certifications|certification]], the status of the certification is also shown.

On this page we can also modify allocation dates (start date, due date and end date) individually for each user, suspend a user allocation and reset a user's program (caution: this will reset all program set/course completion for the user). We can also select several users at a time and perform these actions in bulk.

[[File:wp-pr-users.png]]

== Dynamic rules ==
The [[Dynamic rules]] tab gives quick access to some rules which affect this program and are created by default. This will allow the site administrator to do things like sending a notification to the user when they're allocated to the program, issuing a certificate or a badge, granting a competency upon program completion, or sending a reminder when the program is overdue. Set actions for these predefined rules and click the toggle button to activate them.

[[File:wp-pr-dynamicrules.png]]

== User Dashboard ==

When a user logs into Moodle Workplace and visits their [[Moodle_Workplace#Dashboard|Dashboard]] they will see all the active programs they have been allocated to, showing their completion status and allowing easy access to the courses contained within the program. User will have to complete courses in each set according to the completion criteria previously defined in the program content page.

[[File:wp-pr-dashboard.png]]wp-shared-program.png

== Program reset ==

A manager is able to reset a program for an individual user from the program users list. This will reset all courses that are part of this program. The users' course completion data, individual assignments, grades and ratings will be reset. Data related to collaborative activities inside program courses will not be reset - this includes workshop, forum, assignment group submissions and collaborative wikis.

A course reset report is also available from the [[Report builder]]. To generate it a manager just needs to go into the Report builder tool and create a new report using the “Course reset for individual user” report source.

== Shared courses ==

'''Sharing courses between tenants'''

In the default Workplace installation users do not have the capability [[Capabilities/moodle/category:viewcourselist|moodle/category:viewcourselist]] outside of their tenant's category. This means that the Tenant administrator or Programs Manager will not see courses outside of their own tenant's course category when they add courses to the programs.

However the site can be configured so that there is a "Shared" course category that overrides permissions and allows users to browse courses there, or a special user could be created who creates programs for different tenants and has access to all courses. In any case, it is possible to add the same course to different programs that belong to different tenants.

A manager who manages the program will see the "attention" icon next to the courses that do not belong to the current tenant's course category. It is highly recommended to '''have all shared courses in "Separate groups" mode''' and force the group mode for all activities.

The Programs enrolment method '''will always allocate users from different tenants into different groups'''. Groups will be created automatically based on the name of the tenant. They can be manually renamed later without affecting the allocation of future students.

'''Sharing courses between programs'''

Even within the same tenant, multiple programs may use the same course. By default users enrolled into the same course via different programs will '''not''' be in different groups, however it is possible to specify in Program settings that a group has to be created in each program course for the users allocated to the program.

The same can be done for certifications. Each certification can have their own groups in the courses. For example, a new certification may be created for each cohort of students taking the same program and by separating them into groups the manager can ensure that they don't see forum posts or other activity from other cohorts.

== Shared programs ==
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared programs inside of it. These shared programs will be listed in Programs main page in all tenants and will be marked with a "Shared space" label next to it. Users from these tenants with no access to the Shared space will be only able to allocate users to these programs.

[[File:wp-shared-program.png]]

=== Creating a new shared program ===
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Programs in the Workplace launcher and create a new program as usual.

2019-11-25T10:40:27Z

Davidmatamoros: /* Recertification */

{{Workplace}}

= Overview =
Using certifications we can specify and track requirements for recurring [[Programs|Workplace Programs]]. Each certification is associated with a program, which must be completed to allow the user to become certified. Users can be certified for a given period of time, after which the certification can be retaken or updated.

{{MediaPlayer | url = https://youtu.be/izdACOdrfQo | desc = Moodle Workplace | Training | Certifications}}

= Accessing certifications =
To access the Certifications tool select the option from the Workplace launcher. The page is divided into two tabs: "Active" and "Archived", each of which list certifications depending on their current status.

= Create a new certification =
To create a new certification press the "Add new certification" button, choose a name it and select the program that this certification will be related to. You can define start, due, and expiry dates for the certification. Each of the times can be set relative to another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later, expiring after 12 months. When this form is complete, we can complete the rest of the certification setup.

= Certification =
Under the "Certification" tab, we can modify the associated program, certification dates (Start date, Due date and Expiry date) and we can define the allocation times for it. The start and end date define the range in which a user may be allocated to the certification.

= Recertification =
It is possible to set up the workflow for user recertification after the initial (previous) certification expires. Under the "recertification" tab we can enable recertification and choose if we want to use the same initial program set in the certification or a different one just for the recertification.
In this tab we can set four different dates:
* '''Start date''' for the recertification process that will be relative to previous certification expiry date.
* '''Due date''' will be always the previous certification expiry date.
* '''Grace period''' is the extra amount of time we give the user after expiry date has been reached to finish the recertification program. Grace period is only available if the recertification program is different from the initial one.
* '''Expiry date''' is when this recertification program will expire.

= Users =
Users can be allocated to a certification from the "Users" tab by pressing the "Allocate users" button. This page lists all users who are currently allocated to the certification, along with their certification status plus their status in the associated program.

It's possible to manually certify an allocated user regardless of their progress through the associated program by clicking on the "Certify user" button. Using the "Edit" button we can also modify the status of a certification and it's start/due/expiry dates on a per-user basis.

= Dynamic rules =
The [[Dynamic rules]] tab gives quick access to some rules which affect the certification and are created by default. These allow the site administrator to do things like sending a notification to the user when they're allocated to the certificate, issuing a certificate or a badge, allocating to another program/certification, or sending a reminder when the certification is overdue. Set actions for these predefined rules and click the toggle button to activate them.

Certifications

2019-11-25T10:39:45Z

2019-06-09T19:26:08Z

Davidmatamoros: Redirected page to Programs

#REDIRECT [[Programs]]

admin/tool/program/edit

2019-06-09T19:25:11Z

Davidmatamoros: Redirected page to Programs

#REDIRECT [[Programs]]