Overview
As an admin of Craft's OJL Tracker, you will have access to a variety of Reports designed to provide comprehensive insights into your Learners' progress and engagement within your Program. These reports offer valuable data on individual Learner performance, activity submissions and completions, time spent on activities, and more. In this article, we will delve into the functionalities of several key reports within the OJL Tracker.
Understanding Reports
To access the Reports feature, navigate to the left-hand sidebar and select the "Reports" option. You will then be presented with a list of available reports. Please note that the data extracted from all reports can be exported in various formats, including .csv, .xlsx, and .json.
System Status Reports
Users Never Signed In: View users within your organization who have never signed in. Use this report to follow up with end users who need to log in to Craft and to troubleshoot with end users who may be having trouble logging in.
No Program Assigned: Use this report to identify learners you have created but not yet assigned to a program. Without a program assignment, learners cannot submit activities within Craft.
No Evaluator Assigned: Use this report to identify learners who have been assigned to a program but do not have an evaluator assigned to them. Without an evaluator assignment, learners will be unable to have their submitted activities reviewed.
Accreditation Reports
Learner Progress Summary
The Learner Progress Summary Report offers a comprehensive overview of each learner's progress within the program. Consider this report as a personalized "report card" for each individual. To navigate between learners, click the Learner filter and enter the Learner's name in the search bar. This report will display the Learner's name, email address, counts and percentages of submitted, unsubmitted, and approved activities, total time spent on activities, recent submissions, and last login time.
Upon scrolling further down the Learner Progress Summary Report, you will find a detailed breakdown of each activity assigned to the Learner. This breakdown includes the activity's status (approved, submitted, unsubmitted, or returned), most recent score, hours spent, due date, submission date, approval date, and the name of the approving evaluator.
Activity Status
The Activity Status Report provides a detailed overview of Learner activity completion. This report can be filtered by Program, Level, Approval Date, and Submitted Date, making it a valuable tool for monitoring timely submission of program activities. In contrast to the individual-focused Learner Progress Summary Report, the Activity Status Report offers a comprehensive view of the overall performance of your Learner group in terms of activity submissions.
Towards the bottom of the Activity Status Report, you will find a comprehensive breakdown of each Learner, including their percentages of unsubmitted, returned, pending, and approved activities. This data provides valuable insights into which Learners may have a higher proportion of unsubmitted or pending activities compared to their peers.
Activity Hours Progress
The Activity Hours Progress Report is a valuable tool for evaluating the reported hours Learners spend on completing their activities. If your program requires reporting on hours spent, this report can be invaluable for monitoring Learner progress.
Administrators can toggle between three tabs within the Hours report:
- Summary: This tab displays summary of the total hours the learner has spent in their program.
- Breakdown: This tab displays a detailed breakdown of the learner's hours by activity.
- Totals: This tab displays a breakdown of the learner's hours by plan.
Please note that the data in this report is based on the hours Learners self-report for each activity. If Learners have not reported their hours, the accuracy of the report may be impacted. You are able to filter on “Status” via the top filtering bar to see the total hours submitted (submitted by the learner but not yet approved by the evaluator) verses approved (hours approved by the evaluator).
If your program has an hours spent requirement, it is recommended to make reporting hours mandatory for activity submissions. For more information on how Learners can report their hours within the OJL Tracker, please refer to this article.
Time Tracking Hours Progress
The Time Tracking Hours Progress Report is designed for programs using the Time Tracking Module and gives administrators a consolidated view of learner progress against required hours. Unlike the Activity Hours Progress Report, which tracks hours logged against activities, this report focuses on time tracking entries broken down by approval status (Approved, Pending, and Returned) and by category.
Administrators can toggle between two tabs within the report:
- Summary: This tab displays total hours by approval status alongside Target Hours and Remaining Hours for each program, with a stacked bar chart to visualize overall progress. Below the chart, a learner-level table shows the same totals so you can quickly identify who may be falling behind.
- Item Detail View: This tab provides a deeper breakdown by sub-items and categories within each program, including status, remaining hours, and a learner-level view. Use this tab to identify not just which learners are behind, but where specifically they are falling short.
Please note that hours with a Pending status have been submitted by the learner but not yet reviewed by an evaluator. A high volume of Pending hours may indicate that evaluators have not recently logged in to review time entries, which can cause learner progress to appear lower than it actually is.
Rubric Score History
The Rubric Score History Report gives administrators a consolidated view of rubric scores for all learners within a collaborative. Unlike other reports that display score averages, this report surfaces each individual criterion score learners receive across all rubrics, presented in a single table view. This makes it easy to review detailed scoring data without navigating to individual activities.
Workforce Reports
Learner Wage Report
If your learners have reported wages, or if you have reported wages on your learners' behalf, you will see these wages populated on the Learner Wage Report. This report displays the learner's name alongside their program, employer, starting wage, most recent wage, and the percentage difference. You can also view each learner's wage history.
Absence Tracking Report
If you have enabled Absence Tracking, use this report to track and view learner absences in one place. You'll see entries by date, learner name, program, duration (e.g., morning, afternoon, full day), and reason.
Exporting Data
As mentioned earlier, the data presented in the Reports function can be exported in .csv or .xlsx formats.
Step 1: To export, hover your mouse over the top right-hand corner of the report module and click the three dots.
Step 2: Select the appropriate file format from the dropdown. Then, click Download.
Conclusion
Reports within Craft's OJL Tracker help you leverage the data within the system to ensure all facets of your program are running smoothly. If you would like to offer us Feedback on how these Reports are serving you or how we at Craft can improve them, please click the “Send Feedback” button on the bottom right hand corner of the main Reports page.
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