Learning Management System PISA

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Learning Management System PISA
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Agenda

• PISA Overview
• PISA-VM Module for HR and Training Agents
• PISA-Web (Self services)
• Configuration und Extensions
• Architecture and Interfaces
• References
• Contact

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PISA Overview Training Management
Overview
With PISA, plenum offers a platform supporting
the whole range of educational processes,
training programme and event management as well
as self services, educational controlling and
accounting.
The module PISA-VM supports the agents of the
human resources development and central training
departments. The module PISA-Web includes the
self service features for employees, managers und
training coordinators as well as for trainers.
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PISA Overview PISA-VM Module
PISA-VM is the tool for agents in human resources
development and central training departments.
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PISA Partner Management
A Partner is an
Each partner has ...

• Organisation
• External customer
• External training provider
• Internal department
• Cost centre
• Project
• ...
• ... or a ...
• Person
• Employee
• Agent
• External contact
• Instructor (external or internal)
• ...

• Name, etc.
• Addresses
• Telephone numbers
• Fax numbers
• E-Mail addresses
• Bank details
• Hierarchical organisational classification (e.g.
  corporate group)
• Individual training history
• Additionally definable characteristics

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PISA Partner Roles
A partner can adopt different roles

• Participant
• Can be an employee
• Can be an external person
• Takes part in professional training
• Course location
• Can be a training centre or just a building with
  classrooms
• Includes training classrooms
• Map and directions

• Hotel
• Can be a training centre with associated hotel or
  just a hotel
• Corresponds to course location but additionally
  offers rooms
• Instructor
• Can be an external person
• Can be an employee
• Teaches courses
• Holds qualifications

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PISA Contact Persons
PISA offers a flexible concept for assignments

• For each object
• Course
• Course location
• Training classroom
• Instructor
• ...
• there can be assigned a partner
• Person
• Organisation
• with a freely selectable role
• Invoice recipient
• Cost centre manager
• Training coordinator
• Professional contact person
• Classroom administrator...

classroom administrator
freely selectable
Person X
PISA-contact person
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PISA Course Management

• PISA offers different types of training products
  courses, training paths and self-determined
  learning media (distance learning). In addition,
  integrating an E-Learning platform (z. B. CLIX
  by imc AG) integrated blended learning solutions
  may be implemented.

Training Products

• Course
• Presence Course
• Can last for example 3 days or takes place every
  Tuesday
• Self-determined learning
• CBT, WBT
• Video, Audio
• Books
• Training path
• Consists of several courses and self-determined
  learning media, which are designated as modules
• May include examinations
• Blended learning
• Presence and e-learning courses are managed in an
  integrated way
• Consistent training history

Training Product
Course 1
Training Path A CBT 1Course 2Course 3WBT 1
WBT 1
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PISA Course Management
Entering training products

• Multi-lingual descriptions (audience, content,
  objectives, etc.)
• Duration
• Minimum and maximum turnout
• Course requirements
• Release for display or booking in PISA-Web
• Event template
• Adequate venue
• Adequate training classrooms
• Required equipments
• Appropriate instructors
• Activity check list
• Feedback procedures, questionnaires and schedules
• If required, there can be a profile for each
  training provider
• Budgeted costs and revenues
• Grade and evaluation structure
• Attachment of any documents
• Prebookings
• ...

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PISA Event Management

• Events are concrete instances of a training
  product with an event date.Participants may
  register for an event of a training product using
  self service or via an agent.

Organise an event

• Date, time, possibly timetable
• Automatic transfer of the training products
  event template individual enhancements are
  possible
• Venue
• Minimum and maximum turnout
• Instructor(s)
• Training classroom(s)
• Equipment(s)
• Budgeted costs and revenues
• Acquired skills
• Activity check list
• Feedback procedures, questionnaires and schedules

Training product
Event 7.8.2006 9.8.2006
Event 2.9.2006 5.9.2006
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PISA Event Management
Timetable

• Usage of different grids possible
• Coloured representation of subjects and
  allocation of training units (subjects) possible
• Moving per dragdrop
• Non contiguous schedules (separated dates)

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PISA Event Management

• After an event has been planned and released,
  participants may be registered and registrations
  may be confirmed or cancelled. Additionally, a
  waiting list may be used if the maximum turnout
  of an event is reached.

Participant management

• Register participant manually by administrator
  or automatically by using the PISA-Web Learning
  Portal
• Registration may include request for hotel
  booking
• Registration confirmation via letter or e-mail
• At a defined time before event start, the agent
  initiates the invitation of the participants
  either by letter or by e-mail
• Confirmation or cancellation of participants by
  letter or e-mail
• Waiting lists are considered cancellations will
  cause de-allocation of seats
• Finally reject participants or move to another
  event

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PISA Event Management

• Before event start, resources will be informed
  and the event execution prepared. In this step,
  the agents are guided via standard check lists
  and automatically created activities on their
  personal ToDo list.

Event preparation

• Verifying turnout
• Correspondence with participants
• Correspondence with instructors
• Correspondence with venues and hotels
• Room equipment list
• List of participants
• Attendance list
• Catering
• Other materials (name tags, evaluation forms,
  presentation handouts)

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PISA Event Management

• After course execution, the event is closed.

Event closure

• Enter course returns (optionally via self
  service)
• Course evaluations, learners progress
  monitoring, examinations
• Check attendance list
• Create participation confirmations
• Create references and certifications
• Update training history
• Automatic calculation of actual costs
• Accounting
• Examination of participants feedback for the
  event

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PISA Resource Management

• Resources are instructors, training classrooms
  and equipment. To ease administration, PISA
  offers extensive resource planning functionality.

Resource planning

• Record resources and corresponding master data
• If required, define standard costs and prices for
  resources
• Allocate resources based on events
• Allocate resources based on off-periodse.g.
  vacation, reservation by others, repair,
  maintenance
• Supported via graphical representation of
  schedule and calendar
• Qualifications may be assigned to instructors
• Instructor assignments may be done automatically
  by using predefined qualifications

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PISA Resource Management
Calendar views

• Different calendar views
• Display of equipment and direct link to event

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PISA Resource Management

• Schedule

• Deadline shift or room changes via drag drop

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PISA Accounting

• Using PISA, it is possible to collect budgeted as
  well as actual costs and revenues of the course
  business, thus allowing reporting, accounting and
  also transfer to a financial accounting system.

Accounting levels

• For a given training product, any costs and
  revenues can be entered as planned items using
  different calculation schemes.
• In case a resource is assigned to a training
  product, the appropriate resource costs are
  either assigned as budgeted costs (training
  product) or as actual costs (event).
• For any planned event, the budgeted costs and
  revenues of the training product will be
  transferred to the event.
• At event level, all budgeted general costs and
  the budgeted resource costs as well as the
  budgeted revenues can be adapted individually.
• At event level, planned costs will be transferred
  to actual costs and the result will be
  determined.
• All accounting items may be assigned to cost
  centres, allowing for reconciliation with a
  financial accounting system, e. g. automatic
  charge to the participants cost centre.
• Using a workflow, actual accounting items may be
  approved before transferring them to the
  financial accounting system.
• Global and product specific cancellation rules
  may be defined. Depending on time remaining until
  event start, different cancellation rules may
  apply.

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PISA Calculation

• The PISA accounting module includes a flexible
  precalculation for every training product. By
  comparing the actual accounting items with the
  budgeted accounting items, a post calculation for
  each training product or event is possible.

Precalculation

• Precalculation is based on budgeted accounting
  items for different types of costs and revenues.
  Precalculation is also based on planning
  assumptions regarding the events turnout and the
  duration.
• Accounting items are assigned to different
  calculation schemes, e.g. per participant, per
  participant day, per classroom day, per
  instructor day.
• Results of the precalculation may be used as
  default for accounting.

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PISA Correspondence

• Correspondence with participants, instructors or
  other people involved can be largely automated.
  All correspondence activities are logged to the
  context of the appropriate partner and event.

Written Correspondence

• Written correspondence is managed via MS Word
  mail merge capability.
• Document templates may be adapted by the
  customer.
• Document templates can be defined for each object
  context (event, participant, instructor,
  classroom, etc.)
• All data from the appropriate object context may
  be dynamically merged into the correspondence.
• Document templates may be assigned to a status
  change (invitation, cancellation, etc.)

Correspondence by E-Mail

• Using the module PISA-Mail all correspondence may
  be handled transparent via written or E-Mail
  correspondence (even mixed).
• E-mails may be triggered by a status change of a
  participants registration.
• Mail-templates allow for individual customisation
  of the e-mail text.
• All data from the appropriate object context may
  be dynamically merged into the E-Mail.
• By configuration, E-Mails may be sent in copy to
  the participants superior, to the HR department
  or other involved people.

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PISA Correspondence samples

• Examples for Mail Merge

• Name tag

• Participant list

• Confirmation of registration

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PISA-Mail

• Correspondence history of an event

• Mail template with variables

• Option dialogueSend Invitation

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PISA Reporting

• PISA offers powerful reporting capabilities,
  fitting to different target groups.

Reporting Capabilities

• PISA-VM comes with several built-in reports with
  flexible filtering mechanism.
• Built-in reports are highly integrated
  Workflows, correspondence and data entry may be
  started directly from the result set of a report.
• Result sets of standard reports may be exported
  to MS Excel (using only two mouse clicks) for
  further evaluation and presentation.
• Frequently used complex reports may be
  implemented using PISA-Script.
• A wide range of special reports has been
  developed for other customers and will only need
  to be adapted to the customers needs.
• For advanced ad-hoc queries, the module
  PISA-Query is available an integrated ad-hoc
  query tool designed for end users.
• While most of the reporting capabilities are
  based on the PISA-VM client, managers and
  training coordinators may run reports within the
  training history of their employees by means of a
  web browser.
• External standard reporting tools like Crystal
  Reports may be used to run complex queries
  directly on the PISA database. This reporting
  method is only suggested for personnel
  experienced with the database structure and the
  appropriate authorisation.

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PISA Workflow

• The workflow between PISA agents and follow-ups
  take place via ToDo entries.Each agent owns his
  personal ToDo list.

ToDo Management

• ToDo templates can be defined at training product
  or event level.
• The due-date of a ToDo can be determined
  relatively to the event start.
• Activities (ToDos) may be assigned role
  based(content agent, organisational agent,
  instructor, etc.).
• ToDos may be forwarded or delegated.
• Deputies may be appointed.
• ToDos may be created individually for each object
  (course, partner, resource, etc.).
• The personal ToDo list may be launched at PISA
  program start.

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PISA Hotel Management

• PISA also offers an integrated hotel management
  functionality, which may also be used for the
  administration of training centres with
  associated hotels.

Hotel Management

• Administration of hotels
• Administration of rooms
• Room furniture and fixtures, smoking/non-smoking
  
• Automatic booking
• Single, Double, Shared
• Phone Number allocation (also for accounting)
• Capacity overview with individual quota
  allocation
• Event-driven room allocation (all participants of
  an event shall be housed in close-by rooms)
• Graphical representation of room occupancy
  allowing for drag drop operations
• Inquiry for free rooms
• Arrival/Departure overview, Checked in/ Checked
  out-Status
• Splitting of bookings

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Overview PISA-Web
PISA-Web is the self-service portal for
employees, managers, partners, instructors and
training coordinators.
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PISA-Web

• While the PISA-VM module optimises the processes
  in human resources development and training
  management departments, the PISA-Web module
  serves several user groups as a self-service
  application and in this way reduces central
  administration costs.

Employee/Manager Self Services

• End users or interested parties (anonymous) may
  search the training catalogue as well as general
  information and may establish contact via e-mail.
  Anonymous access may be disabled by
  configuration.
• End-users or employees are able to book an event.
  The system automatically will keep track of the
  booking status and corresponding messages. If
  preset accordingly, an information message is
  sent to the users supervisor/ training
  coordinator. Furthermore, individual users may
  maintain their own master data and may fill in
  course evaluations shortly after course
  attendance.
• Managers are able to book events, view training
  history and maintain master data either for
  themselves or for their staff.
• Training coordinators and delivery units
  (authenticated) are able to book events, view
  training history and maintain master data either
  for themselves or for the employees assigned to
  their organisation.
• Instructors are able to maintain their
  availability (off-periods), view planned
  engagements and billing, maintain their master
  data, enter examination performances and view the
  anonymised results of their course evaluations.

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PISA-Web Learning Portal

• The PISA-Web Learning Portal is based on
  customisable components, which may be used and
  adapted as necessary. The Web front end layout
  will be individually adapted for each customer.

plenum Services

• Predefined components like database access,
  online booking, catalogue, reports, etc.
• Architecture based on standardised Java 2
  Enterprise Edition (J2EE) and a Web application
  server with the Jakarta Struts framework
• Further use of open-source products like Tomcat
  or JBoss (application server) and Linux
  (Operating System) possible
• Preparation of screen design and navigation
  concept
• Individual development of front end
• Integration into existing employee self service
  portal (e. g. SAP Enterprise Portal) and into
  other intranet solutions possible
• Integration with online-learning environments
• Expansion to personalised learning portal

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Self Service Training Catalogue
The training catalogue is grouped by categories.
Categories reflect the folder structure visible
in the PISA-Explorer. For the selected category,
all training products and sub categories are
displayed.
By clicking on a subcategory, this subcategory is
opened. In this way the user may browse through
the whole catalogue.
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Finding an Event
The tab Products/Schedule allows the user to
search effectively for a specific training
product or event. For this purpose the system
offers a full text search capability, which
supports wildcard () search expressions.
Searching may be filtered by a period of time. Of
course, searching is also possible entering the
title or course number. Searching only reflects
those training products which have been approved
to be displayed in PISA-Web.
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News
All training products, which have been added
recently to the training programme, may be marked
and advertised on this special web page.
Display on the News web page is configured via a
cut-off date in PISA-VM.
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Offering Remaining Seats
The Last Minute offerings page includes all
events which start within 14 days and still have
free seats. On the Remainder offerings page all
events with free seats are listed, for which
registration will be closed within the next 7
days.
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Online Booking
Online Booking Step by Step PISA intuitively
guides the user through the 4 step online booking
procedure ? Selecting training product and event
date ? Selecting one or several participants to
be booked ? Entering additional information (e.g.
hotel reservation, required prequalifications,
etc.) ? Submitting the reservation

• Workflow
• Depending on
• configuration
• the reservation is final
• the reservation is preliminary and needs to be
  approved by an agent
• an approval workflow via E-Mail is initiated

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Online Booking
Online Booking from Event Schedule Online Booking
may be started also directly at the event
schedule of a training product, by clicking the
appropriate icon near the event description. In
this case, only steps 2 4 of the booking
procedure are required.
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Cancellation / Changes
Using PISA self services, registrations may be
canceled, changed to another participant or
another event. Further information for
cancellation may be required. Also an E-Mail
based approval workflow may be initiated
automatically.
Status in PISA-VM This registration has been
canceled
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Training History, Statistics

• Managers may run statistics across the training
  history of their employees. Employees see all
  their past and future training events. Statistics
  may be filtered by the following criteria
• Filtering by last name or first name of
  participants
• Filtering by course number, training product
  title and/or period of time
• Filtering by status of registration

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PISA Configuration and Extensions
PISA Configuration and Extensions
The Learning Management System PISA is
customisable to a wide range of different
customer requirements by offering extensive
configuration parameters. PISA-Script, a
scripting interface, offers a unique, outstanding
and easy-to-use functionality to adapt and
enhance standard functionality according to the
customers needs in a very efficient way.
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PISA Configuration and Extensions

• PISA is extensively configurable to map customer
  specific business processes.

Configuration

• Content of selection lists can be defined
  individually
• In many cases, default values and workflow
  characteristics can be defined, if required also
  user-dependant, through the use of configuration
  parameters
• Functional areas (views) und dialogs (tabs) can
  be displayed, hidden or set to read-only based on
  user profiles
• Using configuration parameters, menu items can be
  enabled, disabled or hidden
• Free definition of public holidays
• Definition and grouping of characteristics for
  partner classification
• The flexible authorisation concept ensures the
  control of access right assignments according to
  customer requirements
• Language files allow for the adaptation of the
  PISA-VM and PISA-Web text resources
• Mail merge and E-Mail templates can be adapted
  and added

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PISA Configuration and Extensions

• To also allow for more sophisticated business
  processes, which cannot be satisfied with the
  given configuration capabilities, PISA offers
  adaptations and enhancements by using
  PISA-Script, a powerful scripting-engine based on
  Visual Basic Script. Customisation may be done by
  customers staff or by experienced plenum
  consultants.

PISA-Script

• PISA-Script enables adjustments to the GUI
  additional elements, suppression of elements,
  validations and automation, if required depending
  on conditions and/or current user.
• Business processes may be adjusted and enhanced
  with PISA-Script.
• Additional processes, if required with new
  objects and dialogues, can be established with
  PISA-Script.
• PISA-Script offers complete access to the PISA
  object model as well as to the data.
• Many events (entry points) offer a high level of
  flexibility for the developer.
• Intelligent caching ensures high-performance
  scripting runtime even with considerable
  adaptation performance is kept stable.
• The PISA Developer Workbench supports development
  and testing of PISA-Script code.

• Considerable adaptations and enhancements can be
  implemented without changing the PISA standard
  package.

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PISA Implementation Methodology
plenum Approach
Development
Consultancy
Training
Work Package A
Work Package B

• Project Plan
• Business Process Analysis
• Requirements Definition

• Customizing
• Interface Implementation
• Reporting
• Migration
• Testing

• Agent Training
• Administrator Training

• Rollout
• Hotline
• Release-Update
• Change-Management
• Hosting

• Requirements Analysis
• Review and Sign-off
• IT-Design

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PISA Architecture

• PISA offers various configuration and enhancement
  possibilities and furthermore the integration
  with standard application suites e.g. for human
  resources, financial accounting and online
  learning systems.

Learning Management System PISA
PISA-VM Course Management Event
Management Resource Management Correspondence Work
flow, Follow-up Accounting Reporting, Statistics
PISA-Web Self services Integration in
Intranet Integration in B2E Portals Online
evaluation
PISA-ScriptCustomizing
PISA Database
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PISA System Environment

• A PISA System includes the following components
• Database-Server for Training Management
• PISA-VM Client application for training
  management
• PISA Web Server (optional)
• Web Browser for end-users, customers and partners

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PISA Internationalisation
PISA is prepared for usage in an international
context. Internationalisation is supported
especially by the following characteristics

• Language files
• All text resources are configured language
  dependent via language files.
• Language files for several languages are
  available.
• Translation to other languages and adaptation of
  existing language files may be done using the
  PISA Language Editor.
• The language version of an agent may be set
  depending on user group or user.

• Maintenance of course descriptions for the online
  catalogue in several languages.
• Entering the language of employees and alignment
  with the events language.
• Support of multiple currencies and exchange
  rates.
• Implementing different country organisations via
  multi-client capability with partially shared
  data (configurable).
• Flexible adaptation of country specific
  requirements using PISA-Script.

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PISA Benefits

• Facilitation of routine work and improved process
  efficiency
• Short implementation cycle
• Easily adaptable to nearly every customer
  specific requirement (optionally by the
  customers IT)
• Easy-to-use (similarity to windows user
  interface)
• Clear planning basis due to calendars and bar
  charts
• Centrally managed resources
• Internet, intranet and portal integration
• Platform for education controlling
• Flexible accounting and billing
• Integration with third-party systems (e-Learning
  platforms, employee master data, financial
  accounting systems, ...)
• Integration with MS Office
• Multi-client capabilities
• Scaleable for enterprise usage (gt 50,000
  employees)
• Prepared for international deployment

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PISA References - Extract

• BASF
• Deutsche Bank
• Deutsche Post
• Citibank
• Sparkassenakademie Bayern, Baden-Württemberg,
  Rheinland,Niedersachsen, Schleswig-Holstein
• Bankakademie
• Bonner Akademie
• Audi
• Audi Akademie
• Daimler Chrysler Wörth
• Lufthansa (Cargo, Passage, Technik)
• Robert Bosch
• Datev

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Your Contact
plenum Systems GmbH A subsidiary of plenum AG
Wolfgang Groth Management Consultant Hagenauer
Strasse 53 D-65203 Wiesbaden Germany Tel. 49
611-9882-471 Fax [phone] Mobil 49
171-6933382 E-Mail wolfgang.groth_at_plenum.de URL
www.plenum.de