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System Setup  
System Setup
 

Setting up the WebTutor system to automate business processes for clients does not usually require changing the core system or releasing a new version. Consider the features that make setup quick and flexible:

Customizable System Fields

The system allows you to add any object (e.g., record, employee record, training program, etc.) within a set containing any number of additional fields of various types. These fields can be used to filter and search, construct analytical reports, etc. Adding additional fields does not require programming skills.

Supported field types:

  • Line
  • Text
  • Date
  • Data
  • Value from a list
  • Flag (yes / no)
  • Reference to a database object (table)

Setting up additional fields

Customizable Workflow

Various types of electronic system documents (applications, assessment forms) can be processed for approval using different pathways. For example, a training request and an individualized development plan can be accommodated through the supervisor and employee learning center as well as by direct and functional managers or HR-coordinators.

The system allows for multiple workflow paths to be created. Each stage of the workflow is outlined and described, listing activities available at each stage, granting access rights to view documents, setting fields for users with different roles to view and edit different stages, etc.



Workflow Editor

Types and Templates for E-mail Notifications

The standard system delivery includes more than 30 types of notifications that are sent to users in relation to various events (purpose of the course, the inclusion in training sessions, etc.). In addition to these notifications, the system allows you to create new types of communication. The Best Practices Library contains a large set of additional type and message templates.

The system allows you to modify the text of the standard message template and create your own. Notifications can contain plain text (with links to the portal page), and HTML formatting, including images. Message templates can include code that allows the message to be versatile and dynamic.

Analytic Reports

The system includes a report generator that can create both tabbed and graphical reports.



Example of a report created with the report generator

Customizable Printed Forms

Any number of printed forms that can be configured on the HR-portal and in the admin interface. Among the forms that can be configured are: certificates for completed training and testing, training participant badges, student contracts, travel permits, etc. Forms can be designed and printed in various formats (MS Word, MS Excel, Adobe PDF). Sets of sample forms are available in the Best Practices Library.

User Roles

The list of WebTutor user roles is unlimited. The system allows you to create any number of user roles to access the admin interface and to manage HR-processes in the portal.

User roles determine access:

  • to objects in the system or posted on the site (training programs, online courses, quizzes, forums, blogs, sections of the portal, reports, training organizations, etc.)
  • to certain actions performed on the portal that "link" the user to the object
  • to operations by users, groups, and entities that work as managers or supervisors
  • to system modules as a whole, including certain types of permissions (read, write, delete)
  • to types of objects within the module
  • to individual objects

The system allows one user to have multiple roles in relation to a multi-site system. For example, a user may be the curator of the distance learning program for certain groups or departments, be responsible for performing assessments and have the right to see the statistics for training courses and to assign courses, etc. In another department, he may be be the course curator, moderator, author of a blog, etc..

Types of Requests

Numerous types of requests can be performed in the system. In addition to requests included in the standard package, such as distance learning, event training, or recruitment, you can develop additional requests for a new course, requesting leave, entering the talent pool, etc.

Each function in a request has a set of fields, checks, rules for processing, and the route (workflow) set up for it.



Configuring a request

Feedback Questionnaires

The system allows you to configure numerous types of feedback forms that can be used to gather comments from staff about student progress in full-time and distance learning programs, testing, etc. Each type of questionnaire has assorted fields in different styles.

New Portal Templates

WebTutor portal templates provide HR-portal users with a set of dynamic services to display data on interactive pages and for placing static materials (text, files, images) on the site. For example, a training events  calendar or a list of subordinates for managers can be configured as a reusable portal template.

Standard delivery includes more than 80 stock portal templates. Additional templates are available in the Best Practices Library. However, the system allows users to create their own portal templates using HTML language and Server-Side JavaScript.



Example of a customized portal template created by a client

Scheduled Tasks Performed by the Sever Agent

Some actions in the system should be performed regularly (daily, weekly, several times a day). For example, daily memoranda to participate in training activities, auto-completion of overdue courses, downloading data from the personnel records system, etc. The WebTutor system provides a server agent that facilitates the scheduled processing of set functions. A selection of server agents can be found in the Best Practices Library.

System users can create and modify standard software agents using Server-Side JavaScript language.

Uploading Data from External Sources

Integration with different external systems can be achieved with the help of the "Gateway to External Systems" component. It can aid in synchronizing: personnel accounts, system users, mailings, corporate portals, etc. All kinds of data can be downloaded - employees, departments, positions, training programs, etc. Data downloads can be run manually or periodically by means of server agents.

Languages and Line Constants

The system supports a multi-lingual portal. In this case, different users can open the portal in their native language. New portal languages can be added and line constants can be changed to new and existing languages or phrases. For example, changing the line constant "Incomplete Course" to "Course: Study not yet completed" will change the display of this constant wherever it appears in the portal and user interface. Modifications takes no more than 5 minutes and require no changes to portal templates or programming languages.

Additional Objects (Tables)

Occasionally, clients need additional types of objects (tables) to be stored in the WebTutor system and used to generate reports, such as custom fields for system objects. We allow the client to store product catalogs (including those downloaded from an external database through the gateway) in the system, then create a link to products in records and e-learning tests (in order to later generate reports on the effectiveness of the study of certain products).

The system allows you to create a combination of new object types, describe their fields, and designate processing parameters.



Interface for editing a new type of object (table)

The WebTutor system architecture operates on the mechanisms described above, therefore new version upgrades are easy transitions for users as core functions remain operable.