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May 2020

Email Activity Report is Now “Notification Activity Report”

With all the incredible and helpful automated messages being sent from Foundry, we understand that administrators may want some visibility into that activity. We now have upgraded the email activity report to provide not just the traffic totals but a detailed log of all activity.

This report includes:

  • All emails sent: invitations, reminders, reports ready, password resets
  • When exactly messages were sent and when they were clicked on by users
  • A list of users who are not receiving emails and why (bounced, unsubscribed, suppression lists)

Take a look at more details in this Notification Activity Report article.

Time Spent in Course

In the Progress Training Report, we now added a column for Time Spent in Course for administrators to track. This column displays the amount of time a learner has spent taking a single course or content group (also referred to as “seat time”). Foundry tracks the total elapsed time that a learner spends in a course, starting when they first launch the course and ending when they complete the course.

Time in Course is useful for:

  1. General training management to help admins flag cases where learners are not spending sufficient time in training
  2. Compliance to show that a learner met the time requirement for mandated training, especially in cases of audit or litigation
    • Note: This is a different feature than the seat timer function in the course Preventing Harassment & Discrimination.
  3. Compensation for training to assist in determining pay for hourly employees in training
    (Note: Though seat time data can serve as a helpful data point for these use cases, it is not intended to be the single source of truth for compliance or employee timekeeping)

The timer does not pause if the browser tab/window loses focus. While the learner is in progress in a course, the timer will pause when:

  1. the learner logs out
  2. the learner closes the session even without logging out
  3. the session times out after 20 minutes of inactivity

If the learner is still in progress, the timer will start counting again when the learner reopens the course. Seat time for each session is added to the cumulative seat time, until the learner completes the course. 

Easy to Find Foundry Login URL

On the User Profile, the organization’s unique Foundry login URL is added next to the user email address making this information more easily accessible for administrators. This is particularly helpful in the cases when they need to send the link one-off to learners.

Assign Content from Library

In ongoing improvements to the Content Library, the learning activity card now has a direct access link to create an assignment. When administrators click “Assign,” they will be taken to the assignment creation menu with this learning activity pre-populated.

SSO Set Up Workflow Improvements

For organizations using SSO, adding an Identity Provider is required to set up the integration successfully and to add SSO IDs for users. With this release, administrators can now add SSO IDs to users before adding an Identity Provider. An Identity Provider is still required for the integration to work, but now the order of operations is more flexible.

Returning Training Progress Filters

In the Training Progress Report, filter options by Assignment Name, Custom Category, and Custom Label are now available again in the Training Progress Report. This update will be reflected on 5/21/20.

Email Bounce Filter

When a user has an invalid email, Foundry currently adds a flag in the User Profile for administrators to correct it. While this information is helpful, it is not scalable or easy to gather this data at a macro level for all learners. That is…until now!

There is now a filter on the Manage Users page called “Email Issues” that allows admins to filter for this flag. It lives below Quick Lists and above User Status.

Email Bounce Filter on Manage Users

Content Library 2.0

To create more consistency across the Foundry experience, the Content Library now displays each learning activity as a card or tile similar to the Learner Dashboard. The goal is to create a central place in Foundry for administrators to see all the content available to them and to easily find the information and functionality they need for a successful, streamlined implementation.

First off, there are some updates to the left navigation. “Configurations” and “Surveys”  are removed and now in the Content Library nested under the appropriate learning activity. Policies and Resources will remain in the left navigation as separate assets and can also still be accessed in the Content Library.

Once a user clicks into a course tile, the landing page has a cleaner, more organized format.

Section Information
Header Course image, course description, content details (duration and languages available), access to Assignments and Configurations.
About Tab removed since it contains the same information as the course description.
Summary Replaces “About” for Content Groups that contain multiple items. This section is where users can see what those associated items are, preview them, and access the configurations.
Assignments All assignments containing that learning activity.
Learners All users who have been assigned that learning activity.

 

New content library layout

Survey Response Counts

In the Survey Results Report and Workplace Insights Report, the top section of the report will now display the number of participants for that evaluation (# of participants). This number previously reflected the number of responses for each question (# of responses X # of participants). This change more accurately reflects overall participation.

Survey Response Counts

New Assignment Logic Updates

We are in the last stages of fully releasing Training Periods and this new assignment retraining logic to our customers on Foundry. During internal testing, we improved a few areas that are being released this week. Administrators cannot remove Training Periods that are associated with an assignment in any state.

When admins create a duplicate assignment for learners who already have a course (within the same Training Period), we cleaned up how that information is flagged in the Assignment details learner list. Instead of listing out all the other assignments the duplicate course is associated with, there is just an informational icon in the Participation column next to “Assigned.”

Assignment Learner List Duplicate Assignment Flag


Raw Data Downloads for Surveys

Note: This feature is an additional capability that is not yet turned on for all customers. If you do not have this in your account, but would like it, please reach out to your Account Manager.

To create feature parity from Homeroom (the Higher Ed Partner Center), Foundry now has the ability for administrators to access their raw data for surveys. This is a huge step for Foundry becoming more self-serve and allowing administrators to get the information they want more directly.

The Reports button in the left-hand navigation will now be a drop-down menu with two options: Dashboards and Downloads. Dashboards will take admins to the current “Reports” page with the various tiled options.

Downloads will bring admins to a menu where they can build the report they need for a specific course evaluation where available.  To generate a new report, admins will need to create a name for the file, select the Training Period, Course, and Evaluation, and refine the scope of the dates. Once a report is created, it will remain on this dashboard to reference later or even clone reports with minor adjustments.

As in Homeroom, there is a Data Terms of Use validation that appears ensuring the report contains no PII and that admins understand their role in the security of this data.

Unassign Learners from Ended Assignments

Learners can be unassigned from assignments with the following statuses: Scheduled, Started, and Closed. The only status in which admins cannot unassign learners is Archived which is when the assignment card moves to the “Deactivated” tab.

This Assignment Status Guide provides more detail and clarity on what an admin can do with assignments in each of the states.

Remove Global Unsubscribe

For Foundry communications, we are removing the option to unsubscribe from all EVERFI emails. Learners can still unsubscribe from one of the suppression lists as mentioned in the last release newsletter (see below).

Most of the time, learners who clicked the global unsubscribe did not know what they were unsubscribing from since they do not typically receive our other EVERFI communications. This will reduce confusion and clean up the look of our automatic communications.

Simplified Retraining

With a large number of customers on Foundry beginning to plan their second year of implementation on that platform, one of the biggest concerns we heard was about the assignment creation process particularly around annual training. This will essentially remove the functionality of “Prevent Duplicate Assignments” and reduce confusion for admins and learners.

There is a lot to update on for this new feature, but you can refer to the Assignment Logic article for the specifics.

Training Period

The training period will now essentially be a tag that administrators can use to attach to certain assignments. These are not necessarily tied to calendar dates. Admins will have the capability to create as many training periods as needed and edit the names and descriptions.

No Duplicate Courses for Learners

Sometimes learners may get assigned the same course by different administrators due to overlap in training plans and requirements. If assigned in the same Training Period, instead of the learner seeing two separate assignment cards on the Learner Dashboard, the learner will now see the course just once.

Each administrator who assigned that same course will see the progress for that learner appear in both of the assignment cards and associated reports. In the assignment card, admins can see what those overlapping assignments are.

See the Assignment Logic article for more details on completion tracking and reminders.

Duplicate Assignment Indication in the assignment card

Assignment Status Clarification

Currently on Foundry, there are 4 assignment statuses: Scheduled, Started, Ended, and Closed. There was inconsistency and confusion around what each of these meant for the admin and for the learner experience. These changes apply to Quick and Automated Assignments.

As part of the larger initiative to simplify the assignment creation process, we are adjusting these statuses to:

  1. Scheduled – Assignment Start Date is in the future
  2. Started – Assignment Start Date is in the past, invitations have gone out
  3. Closed – Quick Assignment Due Date and Auto Assignment Automation End Date are in the past. No new learners can be added to the assignment, but current learners can continue to make progress.
  4. Archived – Assignment moves to the “Deactivated” tab. Learners will no longer be able to make progress in courses associated with that assignment.

For more detailed information on admin permissions in each of these states and what the learner experience is, take a look at the Assignment Status Guide.

Learners with Closed Assignments Are Listed Under “Assigned”

A user’s assignment status gets marked “Closed” only when a learner is deactivated when they leave or when the entire assignment is deactivated (everyone moves to the “Closed” status). Currently, this “Closed” status falls under the “Not Assigned” tab in the assignment card which is counterintuitive because technically those learners were assigned the course.

We are now moving learners with this “Closed” Participation Status under the “Assigned” tab. This aligns better with how admins think about their learners and assignments.

The “Not Assigned” tab will only include learners who were unassigned the course or have an error (which is due to Foundry and the system will automatically retry assigning the course).

Assignment card showing Closed learners under the Assigned tab

Training Progress Reports Redesign

We heard a lot of feedback regarding the overwhelming filter options in the Foundry Training Progress Report and for administrators looking for data that wasn’t there. With this release, we simplified this report to align more with what admins are looking for.

The filters are still along the left navigation but are now slimmed down to those used most. This includes:

  • Course
  • Progress Status
  • Training Period
  • Learner Location
  • Learner Role
  • Participation Status

Instead of a progress status breakdown and calling out past due learners, the top section of this report now has a list of assigned courses, the completion rate, and total number of learners assigned. This snapshot is much more useful for admins to quickly see the data they need. Clicking the Course in this section triggers the Learner List to only display users assigned to that course.

Lastly, in the Download of this report, the “Invited On” date is now a column in the .CSV which is the day the learner was assigned the course.

Screenshot of redesigned Training Progress Report

Content Library Addition: Learner Lists

As promised, we are adding more useful information to the Content Library section of the admin dashboard. With this week’s release, admins can now see a “Learner” tab which will be to the right of “Assignments.”

This new section will display learners who have been assigned that particular learning activity and will have filtering options, such as participation status, progress status, assignment name, and training period. This data is pulling from the same source as the Training Progress Report and will be updated at the same frequency (once per day).

Learner List tab in the Content Library

Learner Experience Accessibility Improvements

During an accessibility review, there were a few issues highlighted and fixed to improve the learner experience using a screen reader.

  • Keyboard navigation in the “Tools” menu
  • Alternate text is added to the images on the Learner Dashboard
  • “Skip to Main Content” works properly

Check For Assignments

In some cases, due to the Foundry queueing system to send out assignment invitations, users may get to their Learner Dashboard and not see an assignment they were expecting. To resolve this delay that could result in stress, impending mandates, and learner confusion, there is now a “Check for Assignments” button on the Learner Dashboard.

Regardless of current assignment cards, this Check Assignments button will always be available on the “Open” tab of the dashboard. Clicking this button will trigger the system to search for any assignment for that user in the queue and essentially bring them to the top and load to the Learner Dashboard.

This is particularly useful for large organizations with thousands of learners and for organizations that use SSO to Register new users.

"Check for Assignments" display on the Learner Dashboard

Contained Unsubscribe From Foundry Emails

In the invitations and reminders that get sent from Foundry, there is an unsubscribe link in the footer which is required by law to include. This created several issues for administrators who were unable to get new assignment invitations to users who previously unsubscribed from Foundry emails. To prevent this from happening, we now separated out the email type and the line of business.

If a learner clicks unsubscribe on a Foundry reminder email, they will no longer receive reminder emails but they will be able to receive an invitation email for a future assignment.

Additionally, if a learner who receives assignments for both fac/staff and student training clicks unsubscribe to a fac/staff reminder email, then they will still receive reminder emails for the student training.

Policy Signature Reporting Alignment

We made some changes to how we store our policy signatures to improve the accuracy of reporting between the Data Platform and Foundry as well as ensuring we are displaying the appropriate information for learners.

To learners and customer admins, there should be no apparent changes. Now with this update, Foundry marks a course complete once all the learning content is viewed and all required policies are signed.

Benchmark Surveys

In the “Survey Results” Report, admins can see the aggregated results from pre, post, and follow-up surveys that are deployed with assigned learning. This report can be used to search and browse through survey results and see response counts for each question. We recently brought over the functionality to benchmark an organization’s data against peers and the overall EVERFI customer average.

  1. Log into the Foundry Admin Dashboard and go to Reports
  2. Click “Survey Results”
  3. The top section of the report lists all the courses the organization launched with the associated surveys (or Evaluations)
  4. Click on the Evaluation or use the dropdown menu to look at a specific survey
  5. The bottom section of the report will reflect the data for your filter selections
  6. Click the “Benchmark” filter to select the group to compare

New User Status: Error

To avoid confusion of a learner’s status, we added a new status called “Error” to draw a clear distinction from “Excluded.” This new status is found on the Assignment card on the “Not Assigned” tab.

A learner will be flagged as “Error” when an assignment does not go through due to a platform issue. In this case, Foundry will regularly retry those learners to correct the issue and send the assignment. There is helper text included to inform the admin.

“Excluded” learners are those who were not assigned due to the assignment settings.

Unused User Profile Fields Removed

When Foundry admins add new users to accounts via manual entry, CSV bulk upload, or API integration, there are certain default fields that are required. Some of these fields are not related to any other area of Foundry (reporting, filters, assignments) and do not impact the learner or admin experiences.

In an effort to clean up this process and only keep necessary data, we are removing 3 of these fields from User Profiles and the CSV upload template:

  • First day of work
  • Last day of work
  • Position

For organizations currently using API, we recommend not changing anything with the integration. Moving forward, those fields are not required to create a user, but the information will appear if they have data in them.

As an alternative, we strongly suggest using the Custom Categories and Labels feature in Foundry which provide more flexibility and do get used in reports, filters, and creating assignments. Please reach out to your Account Manager if you have any questions.

Renamed Survey Reports

Old Name Old Description New Name New Description
Survey Data Analysis of survey response data from enabled course surveys Survey Results by Question View and download visuals of results to individual questions
Survey Data (Searchable) Analysis of survey response data from the enabled course surveys Survey Results Search and browse aggregate survey results and benchmark against organizations like yours