Re-Certification Configuration

To be able to use the feature appropriately, it is necessary to perform various configurations.

Configuration Manager - “Enrolment”

The configuration of automatic enrolment and re-certification is carried out per course template and group. In addition, the system provides some platform-wide configuration parameters which will also be taken into consideration for the calculation of the due date and automatic enrolment.

The configuration of the following parameters can be found under “Configuration” >”Enrolment” in the section “Automatic enrolment”.

Scheduled Jobs

The following scheduled jobs are required to keep the administrative effort for re-certification as low as possible.
These jobs are part of the re-certification process:

AutomaticCourseCreation

Processor Name: de.imc.clix.comp.edu.course.automaticcreation.AutoCourseCreationJob

Required for the recertification workflow to automatically create courses from course templates that have the 'Automatic course creation' field ticked. The cron job checks course templates to identify if the 'First course creation date' plus the 'Course creation interval in days' value matches the current date; if so a new course will be created from that course template. 

TargetGroupPersonAssignment

Processor Name: de.imc.clix.comp.groupmanagement.targetgroup.job.RuleSetProcessorJob

Automatically allocates users to target groups and executes the rules and conditions of the target groups.

ParticipantAutomaticStatusChange

Processor Name: de.imc.clix.comp.edu.type.participant.ParticipantAutomaticStatusChangeJob

Job related to course template recertification workflow to automatically update the status for the enrolled course participants when the due date has been passed by a definable number of days. This relates to recertification checkbox “Automatic status change after due date” and integer field “Days for status change after due date”.

ParticipantAutomaticRegistration

Processor Name: de.imc.clix.comp.edu.type.participant.ParticipantAutomaticRegistrationJob

Automatically registers users for courses or course templates on the basis of their group membership or job profile.

Recommended Job Sequence

The jobs should be set up and executed in the following order, as each step prepares the basis for the next:

1. AutomaticCourseCreation

   • Prepares the courses or changes their planning status to released.

   • This step is necessary before the automatic booking job can run.

2. TargetGroupPersonAssignment

   • Assigns the target groups, i.e., defines which users should be enrolled in the courses.

3. ParticipantAutomaticStatusChange

   • Prepares further users that need to be considered in the enrollment process.

4. ParticipantAutomaticRegistration

   • Enrolls all users identified in the previous steps into the relevant courses.

   • Ensures that due dates are correctly applied.

Steps to configure a Target Group to use for Re-certification

1. Create a target group, which you can use to identify user which needs frequent re-certification.

2. Define the rules, how the target group should be filled.

3. Optional check of target group building by running the job TargetGroupPersonAssignment manually.

4. Set the target group to final.

Alternatively users can be assigned to the required Job profile or Business units.

Steps to set up a Course template/ Course for Re-certification

1. Create a course template.

2. Configure the automatic course creation. It is recommended to use automatic course creation so that the courses are automatically created before the enrolment is due when there is only one course instance for the course template at a time. Please note it is best to use this setting in combination with “Deadline type” as “Always valid on DD/MM” and “Automatic course enrolment” as active so that we have a fixed date by which course would need to be created for all users of a target group, also as soon as the enrolment is due, the user is enrolled.

3. Check that the following metatags are active:

   1. Enrolment type (ID: 10008)
      We recommend selecting “Third party registration” as the enrolment type. Third party registration triggers a smooth process in which learners who are due for recertification are automatically enrolled in the follow-up course. It is recommended not to choose self-enrolment.

   2. Clearance for automatic course enrolment (ID: 10780)
      Since recertification is designed to be a smooth, automated process that requires as little manual intervention by the administrator as possible.
      This meta tag must be set so that the members of a group which are added in “Automatic enrolment” tab of the participant administration component of the course template are automatically enrolled in a course in the course template. The active meta tag will primarily be used in the event of recertification.

4. Create your first course based on the course template

Steps to set up the Re-certification Rules

1. Open the participant administration of the course template you want to set up a recertification
   for.

2. Open the tab “Automatic enrolment”

3. Assign a target group/group, business unit or job profile.

4. Create the rules for how your re-certification should work

   1. General Settings

   2. Enrolment Settings

   3. Re-certification Setting

5. Make sure that the scheduled job “ParticipantAutomaticRegistration“ was running. Based on the job the users were assigned to the course template and enrolled on the first course, if a course is available; otherwise, the users were enrolled after the course is created and the scheduled job was running once again.

Example process set up

Preparation tasks for the Re-certification process

• Create some users.

• Create a target group to which your users will be assigned based on a rule.

• Creation of a course template. 

• Add the target group to the course template on the tab “Automatic registration” and define your rule set like the following example.

Example: Rule is based on a location, so all users of a specific location will be assigned to your target group. This is also to test, if the cancellation is working. Users who will change their location will no longer be part of your target group and if automatic cancellation is active in the rule set, the users should be cancelled from the course template and the corresponding courses.

• Start the processing manually (manual start of the CronJob “ParticipantAutomaticRegistration”. Normally, the CronJob is configured to run automatically every night.

• All users of your target group should now be listed on the “Personal Syllabus” tab.

• Create a course based on your template. Can also be done via automatic course creation.

• Run the CronJob “ParticipantAutomaticRegistration”

• The Participants should be enrolled on the course with the initial due date defined in rules set.

• Go to your course and change the status of your participants on the course level to be concluded.

• Now the next due date on template level will be calculated based on your Deadline type setting and the Re-certification interval (e.g. 12 months) o Always valid on DD/MM → e.g. 31st of December the following year o If you have chosen “based on conclusion” as deadline type: → e.g. if the learner has concluded the course to-day, next due date will be today in 12 months. 

• Create a second course.

• Learners will be enrolled when the following date arrives:
  “Next due date" - "Days to finish" - "Buffer days" is before or on today's date.

The CronJob should be scheduled daily, so that the enrolment are considered for all users. Because the enrolment date can be quite different, especially if the due date is calculated based on conclusion.

• To be continued for every re-certification period.

Global Functions and Related Topics