As with any type of systematic processes and procedures put in place, it is important to build a foundation that provides clarity and consistency as the strategy moves forward. This is true of tracking and reporting for e-learning.
The following two fundamentals need to be addressed and clarified up front to implement effective tracking processes: First, the organization's e-learning hierarchy; and second, the tracking categories, definitions, and units of measurement.
e-Learning Hierarchy Structure: The learning hierarchy structure defines all of the components and levels the organization employs in e-learning programs.
Tracking can occur at any of these component levels depending on the reporting needs. Once the organization's hierarchy structure is determined, it needs to be mapped to the learning infrastructure solution, including learning management systems, externally hosted content providers, or internal content delivery systems. This step in the process is critical to ensure data consistency and integrity across systems and vendors. The terms used in a hierarchy structure will vary depending on the learning model an organization has in place (e.g., university model), but the need for a hierarchy is applicable across all organizations.
An example of a hierarchy structure for e-learning is depicted in Figure 6-2, and these hierarchy terms are explained in more detail below.
Figure 6-2: Sample e-Learning Hierarchy Structure
Curriculum: A plan of instruction that details what the learners are to know within a given subject. A curriculum spans a subject from basic to advanced skills or knowledge.
Program: A group of one or more tracks created to meet specific objectives for a specific audience, or set of audiences. A program can cross curricula. Not all learning must be part of a program.
Track: A group of course sessions, modules, lessons and/or learning objectives within a program. Tracks may cross curricula. Not all programs have a need to define tracks, but tracks must be part of a program.
Course: A group of modules, lessons, and/or learning objects targeted at a specific audience by level or interest and selected to meet specific learning objectives.
Class: A particular delivery of a course at a specific day and time. This is also applicable for live e-learning (synchronous).
Module: A group of lessons that support the achievement of one, or a few closely related, learning objectives.
Lesson: A group of learning objects that support achievement of one learning objective.
Learning Object: A package of content and any related activities that addresses a single idea or topic, supporting achievement of only one learning objective. They are the smallest chunks of material that are still recognizable as learning.
Tracking Categories, Definitions and Units of Measurement: This is one of the most important fundamentals to address prior to building any reports and sharing data with stakeholders. It is important to engage the learning and/or human resources leadership in the development of these categories to ensure their understanding, agreement, and support of the terminology and units of measurement.
Figure 6-3 is a suggested example of categories, definitions, and units of measurement. Deciding which of these are applicable to the organization's e-learning strategy is a critical second step.
Figure 6-3: Example of e-Learning Categories, Definitions, and Units of Measurement
A primary tool used for tracking learning activity is a global learning management system. As mentioned in Chapter 5, a learning management system can be within the internal infrastructure, or can be a vendor-hosted solution. It is important to ensure that the systems not only support the hierarchy structure and tracking definitions, it must also support the organization structure from a discipline/division and geographical perspective. It is essential to work with content providers to ensure that all learning objects are built to AICC or SCORM standards. Also, the ability to track at the learning object level, not just the program or course level, needs to be ensured.
Once the infrastructure and systems are in place, data can be tracked in the following categories:
Classroom learning
Live e-learning (synchronous)
e-Learning (e-learning orders, live plays, downloads, completions)
Other learning products (includes electronic study guides, reference materials, CDROM learning)
External vendor learning
All of the above can be tracked utilizing functionality in a learning management system, either in house or by an external vendor.