Totara Learn Open Discussions

Unenrolling users from programs & reporting

 
Vladimir Puaca
Unenrolling users from programs & reporting
de Vladimir Puaca - Wednesday, 2 de December de 2020, 12:41
Grupo Most Helpful Contributor 2021

Hi, 


I have a question as after couple of trials I am still unable to solve a puzzle:


Why are some users appearing on report based on Program completion even though they are no longer members of an audience through which they were enrolled to this program?


Context: Some users were assigned to a mandatory program for a certain job role/position (audience sync was used). They haven't finished it, but they changed the position in the meantime, and are no longer part of that audience. However, they are still appearing as not complete on program completion reports used for tracking. Obviously, they are no longer in the audience and they are no longer required to complete this program, but they still appear on the reports. 


Do you have any idea how to exclude these people from these reports?


Thanks in advance!


Best regards,

Vlad

me
Re: Unenrolling users from programs & reporting
de George Angus - Wednesday, 2 de December de 2020, 18:05
Grupo Totara

Hey Vlad,

An 'Is user assigned?' filter will take care of the issue.

cheers,

George.


Vladimir Puaca
Re: Unenrolling users from programs & reporting
de Vladimir Puaca - Thursday, 3 de December de 2020, 17:25
Grupo Most Helpful Contributor 2021
Hi George, 


thank you for the answer, will be very useful as an added condition to the regular reports we send to stakeholders of certain programs. Just out of curiosity: Although I can see why it is quite useful to have completion records kept for users who got unassigned from training, is it somehow possible to delete their enrolment to this program entirely? In other words, like they were never enrolled/assigned to this program?


And an additional question: I can see that the unassigned colleague still has this program in RoL (and it is overdue). Is it somehow possible to get this training out of  RoL as well? 


Thanks in advance!


Best, 

Vlad



me
Re: Unenrolling users from programs & reporting
de George Angus - Thursday, 3 de December de 2020, 19:24
Grupo Totara

Hi Vlad,

Its not possible to delete these records at present, they are a valid transcription of the user's completion and assignment history.

We don't have anything planned to change this behavior as yet, but I can see why you'd want to be able edit the records. The argument for keeping them is for a audit trail of compliance.

regards,

George.

Vladimir Puaca
Re: Unenrolling users from programs & reporting
de Vladimir Puaca - Friday, 4 de December de 2020, 05:36
Grupo Most Helpful Contributor 2021

Hi George, 


thanks again for the attention to this matter. 


So even though some users are unassigned from programs it will still remain in their Record of Learning?


Best, 

Vlad

Vladimir Puaca
Re: Unenrolling users from programs & reporting
de Vladimir Puaca - Tuesday, 22 de December de 2020, 13:48
Grupo Most Helpful Contributor 2021

Hi George, 


after a few trial and errors, I can say that it's possible to unassign users from programs and delete their completion record altogether. However, not in every case, which requires some additional work to be done in preparation.  


We use dynamic audiences to enrol users to programs and what I "discovered" is that once a user is no longer part of that audience (for example, they change the value of a profile field which is a condition for being included in the audience), their record ceases to exist in the program completion report (and this program disappears from user's Record of Learning). So in the end, it is as if they were never enrolled in that program. 


If the user is deleted (leaves the company), although that user is then no longer included in the audience, this record is not lost, exactly as you advised, but remains in program completion report. And yes, that is very convenient for keeping records used to prove compliance.  


What I found not so convenient is that a user has to have a due date far enough in the future for me to unenroll them this way. Once they are overdue, or even 7 days before the due date, excluding them from a relevant audience will not be sufficient to unenroll them from the program. I'm not sure if this is how it's meant to work, but it creates additional workload for me as an administrator because I have to enrol them via a different audience with a longer due date because only after that is done, I am able to unenroll them. Silly, but works. 


When the decision who needs to be enrolled to which training is changing in an organisation and accurate reporting is required as well, this may prove a very admin heavy type of work. 


I don't know if anybody else faced similar issues but just wanted to share what proved to be an only solution in my case, although labour intensive one... If anyone found any easier solution, it would be nice if they shared :) 


Best, 

Vlad



Craig Eves
Re: Unenrolling users from programs & reporting
de Craig Eves (Totara Support) - Tuesday, 22 de December de 2020, 14:45
Grupo Totara

Hi Vlad

From my reading of this you are wanting to delete program completion data when you delete users.

Have you had a look at creating a purge type and selected the program and other data you want to delete and either manually run this or automatically run this.

Regards

Vladimir Puaca
Re: Unenrolling users from programs & reporting
de Vladimir Puaca - Monday, 28 de December de 2020, 06:17
Grupo Most Helpful Contributor 2021

Hi Craig, 


thank you for the question. 


Actually, the deletion of completion records when a user is deleted was not the issue. 


The issue was that once assigned to a certain program, a record of noncompletion fro users remains even though a user is no longer part of the relevant audience (enrolled to that program). This made substantial issues as colleagues who were no longer required to complete a program were chased by local HR to complete it because the record remained in the program completion report as non-complete. 


I tried to give a more detailed description of the problem and the workaround I took to solve the issue in the previous reply. 


I kind of look at this issue as a bug because it happens in some cases (when due date passed) and not in others (when due date is far in the future or there is no due date). 


Best, 
Vlad

Craig Eves
Re: Unenrolling users from programs & reporting
de Craig Eves (Totara Support) - Thursday, 7 de January de 2021, 13:19
Grupo Totara

Hi Vlad

Thanks for your explanation - deleting a program completion record in bulk isn't possible - your workaround sounds Ok

Another work around you could use to remove the record:

  1. Assign the user. An individual assignment is probably easiest. Make sure that deferred user assignments have been processed so that the user is properly assigned.
  2. Using the program completion editor, change their status from "Program complete" to "Program incomplete".
  3. Unassign the user. Make sure deferred user assignments are processed. The incomplete program completion record should be automatically deleted.
Regards