Introduces the “Offerings” module and how it can be used to manage “self-proctored exams”, which are examinations that the credentialing program delivers itself rather than partnering with a partner like PSI or Prometric.

Curriculum index: Training Curriculum

Last updated: 18 Oct 2022 for 11.0.12

Overview

This module introduces the Activity Offerings feature and demonstrates how to configure it.

If you are a Heuristics employee, you should go through training in your local development environment or in a personalized training instance so that you can reset to a known, clean starting point as needed.

If you are referencing the public training site at http://training.learningbuilder.com, you may run into discrepancies caused by an outdated starting point, or because of changes made by other users. Please contact us for assistance if that website does not match this documentation.

You may want to periodically refer back to the product docs at Activity Offerings during this module.

Setting the stage…

The TRAINING system features the American Society of Office Dogs (ASOD), a credentialing program that awards specialty credentials to canines with a demonstrated ability to behave in an office environment.

As part of the Office Dog certification process, good boys and girls are asked to demonstrate their competence at tasks like sitting, staying, and not grabbing food off of people’s desks.

These are not tasks that can be easily assessed by computer based testing in a secure indoor environment, so the ASOD cannot partner with organizations such as PSI or Prometric to perform these assessments. Human candidates need to be evaluated in human spaces, and doggos need to be evaluated in doggo spaces.

Therefore, the ASOD has decided to “self-proctor” their exams. They will hold “obedience evaluations” on a set schedule, and would-be Office Dogs will sign up for a specific examination as part of their credential application process.

Term	Definition
Exam Window	The ASOD will offer a series of examinations every quarter. They refer to this as the “window”, e.g. “take your exam within the Spring window”.
Exam Sitting	This refers to a specific examination date within a window. For instance, the ASOD might offer sittings on the 1st Saturday of the month. Imagine, if you will, that all sittings within the same window will evaluate doggos in the same way, but that the evaluation criteria might evolve between windows.
Exam Activity	Each exam window will be represented by a unique Activity Definition in LearningBuilder. See below for more details.
Exam Offering	Each exam sitting will be represented by an Activity Offering in LearningBuilder. See below for more deatils.

Step 1: Create a Provider Role to “own” the offerings

Some of the changes described here have already been configured in TRAINING, so you may need to change the names of things that you create slightly to avoid duplicates.

For example, if you are following these steps in a system that already has an “Obedience Exam Provider” Role defined, then create a new Role with a slightly different name, and then refer to your newly created Role in later steps.

In LearningBuilder, each “offering” is owned by a Provider. Conceptually, the Provider is the organization that is responsible for “delivering” the offering to Practitioners.

In this example, the American Society of Office Dogs is going to self-proctor its own examinations. This means that the ASOD needs to have a Provider Role.

There are other use cases too, such as allowing 3rd party trainers to deliver the examinations on behalf of the ASOD, but we’re trying to keep things simple to start with.

1	Create a new Role As an Admin, go to Admin → Roles and create a new “Obedience Exam Provider” Role. Note: you may have to use the admin@heuristics.net account ; Arlene Admin will not work for this Role Type = “Member” Member Type = “Organization” (this Role is assigned to the organization that delivers the offerings) Status List = “Practitioner Status” (largely irrelevant for this module) You can leave everything else at defaults, or make reasonable selections for required fields.
2	Assign the Grant Role and Edit Role Workflows The Role Workflows aren’t important for this scenario, so you can reuse existing Workflow definitions. To reuse an existing Workflow, go to Admin → Workflows and edit the Role - Generic: Grant” Workflow, and then associate it with the new Role. Do the same thing for the “Role - Generic: Edit” Role too.
3	Assign the necessary Offering permissions Go to Admin → Roles → Permissions and grant the following permissions:
4	Grant this new Role to the “American Society of Office Dogs” user account In this scenario, the ASOD is the only organization that will offer the obedience examinations, so it’s the only organization that needs the new Role. Use Admin → Members to search for asod@example.com and then grant it the Exam Provider Role.

Step 2: Create an Activity representing the exam window

In an Offerings implementation, there must be at least one Activity Definition that represents the “thing that will be offered”. In this scenario, that “thing” is an obedience examination.

Lots of different use cases exist, but for this scenario we are assuming that the ASOD will create a unique Activity Definition per “exam window” that they will hold.

First, we need to create a new Activity Type, and then we will create an Activity Definition for the first of those exam windows.

1	Create a new Create Offering Workflow Yes, it’s awkward to create this Workflow before you’ve created the Activity Type or its Create Activity Workflow. We’re working on improving that. In the meantime, suck it up, buttercup ;) Go to Admin → Workflows and create a new Create Offering Workflow. This will be used when the ASOD adds a specific instance (or offering) of an obedience examination. This Workflow defines the data that will be collected when the ASOD creates a new examination offering. Configure a data entry Step as shown below. Don’t forget to mark the Workflow as “enabled” when you’re done!
2	Create a new Activity Type As an Admin, go to Admin → Activities → Activity Types and create a new Activity Type. Title: “Obedience Examination” Create Activity Workflow: Leave this blank for now Complete Activity: Choose “Generic Activity Type” (this Activity will never get added directly to a Practitioner’s Learning Plan, so it doesn’t really matter what you pick) In the “Offerings” section, configure the following: Offerings can be created by…: Choose the new “Obedience Exam Provider” Role you created Seat assignment procedure: Choose the default option Offerings can be owned by: “Only the Organization that owns the Activity” Create Offering Workflow: Choose the new Workflow you just created
3	Create a new Create Activity Workflow Yes, it’s awkward to create this Workflow after you’ve defined the Create Offering Workflow. See the other purple note above. Go to Admin → Workflows and create a new Create Activity Workflow. This will be used when the ASOD creates the Activity that represents the examination itself. Link this Workflow to the newly created Activity Type. Create a simple data entry Step to collect information about the examination, as shown below: Don’t forget to mark the Workflow as “enabled” when you’re done!
4	Create the new Exam Activity Log in as the American Society of Office Dogs and go to Provider → Activities You could also log in as a user account that is a staff of the ASOD account, such as Arlene Admin. Create a new Activity as shown below. Activity Type: Select the newly created “Obedience Examination” type Activity Name: “Obedience Examination - Summer 2023” Fill out the Create Activity Workflow and publish the new Activity.

Step 3: Create Offerings

We now have an Activity Definition representing an exam window. The next step is to create one or more Offerings that represent the specific dates and times that the examinations will be held.

1

Manage Offerings from the Activity List page

Log in as the American Society of Office Dogs and go to Provider → Activities.

Filter the list by Activity Type and you should see the Activity we just created in the prior step.

If the Activity Type supports Offerings, there will be a column called Offerings that shows the number of Offerings that have been created for that activity.

2

Create a new Offering

None exist yet, so click on that link (circled above) to go to the Manage Offerings page for the “Obedience Examination - Summer 2023” Activity.

Click the “Add Offering” button and give it a title like “Ohio (Summer 2023)”. Then fill out the Create Offering Workflow as shown:

A note about “Capacity”

By definition, an Offering is an instance of a specific Activity, offered at a specific date and time, and with a specific “seating” capacity. This capacity can represent the number of seats in a classroom, the number of applicants allowed in an exam, etc.

3

Create more Offerings (optional)

If you want, you can create more Offerings as well. If you want to do the bare minimum, you can move on with just the one.

Step 4: Allow applicants to sign up for an exam sitting

We now have an Activity representing the exam window, and an Activity Offering representing an exam sitting on a specific date/time.

But how do people (or doggos) actually sign up for a sitting? That’s where the Seat Assignment attribute comes into play. It allows a Learning Plan Instance or Activity Instance to “request” one of the “seats” in the Offering.

We will be setting up this scenario:

To implement this we will need an Activity Definition to control the process by which an applicant signs up and takes an exam.

1	Create a new Activity Type Go to Admin → Activities → Activity Types and create a new Activity Type Title: “Take Obedience Exam” Create Activity Workflow: Leave blank, will create this next Complete Activity Workflow: Leave blank, will create this next
2	Create a new Create Activity Workflow Create a new Create Activity Workflow for the new Activity Type.
3	Add an “Activity Filter” to the Create Activity Workflow You can configure the Create Activity however you want, but it must contain an Activity Filter Attribute. The Activity Filter Attribute is used in conjunction with a Seat Assignment Attribute. The filter controls which Offerings can be selected for that specific Seat Assignment.
4	Create a new Complete Activity Workflow You will also need to create a Complete Activity Workflow that controls how the Applicant will sign up for a specific exam sitting.
5	Add a “Seat Assignment” to the Complete Activity Workflow This part of the instructions is lacking some detail. For now I’ve focused on the most significant pieces. You may have to fill in some gaps on your own. As part of the Complete Activity Workflow, we will want the applicant to choose a specific exam sitting (Offering) that they want to attend. To do that, add a Seat Assignment Attribute to a Workflow Step and configure it as shown:
6	Create a new “Take Obedience Exam” Activity This part of the instructions is lacking some detail. For now I’ve focused on the most significant pieces. You may have to fill in some gaps on your own. Create a new Activity of the new type you just created, owned by the ASOD Provider. Configure the “Activity Filter” like this:
7	Modify the Office Dog application to require an exam sitting This part of the instructions is lacking some detail. For now I’ve focused on the most significant pieces. You may have to fill in some gaps on your own. Modify the Office Dog Learning Plan and add a new Task Group Configure the Task Group to add a specific Activity, the one you just created Configure the Task Group to require at least one Completed Successfully activity
8	Try it out! This part of the instructions is lacking some detail. For now I’ve focused on the most significant pieces. You may have to fill in some gaps on your own. Log in as a user without an existing Learning Plan Instance of the Learning Plan you just modified. (The login page lists an applicant with no applications yet, use them) Add the Activity and begin working on the Complete Activity Workflow. You should be able to select an Offering from a list.

Overview

Setting the stage…

Step 1: Create a Provider Role to “own” the offerings

Create a new Role

Assign the Grant Role and Edit Role Workflows

Assign the necessary Offering permissions

Grant this new Role to the “American Society of Office Dogs” user account

Step 2: Create an Activity representing the exam window

Create a new Create Offering Workflow

Create a new Activity Type

Create a new Create Activity Workflow

Create the new Exam Activity

Step 3: Create Offerings