AcroTrain


e-Learning System

 

Administrator's Guide


Prepared by
L.A. Grime & Associates, Inc., AcroServices
860 Sandalwood Road West
Perrysburg, Ohio 43551
Phone: 419.872.9999
www.acroservices.com

© L.A. Grime & Associates, Inc. 2000-2005


 

Contents

Detailed Contents

 

CHAPTER 1 - ACROTRAIN INTRODUCTION

SYSTEM REQUIREMENTS

INSTALLING THE PROGRAM

RESOURCES

CHAPTER 2 - COURSEWARE AUTHORING AND EDITING

COURSEWARE AUTHORING AND EDITING

ACROTRAIN AUTHORING LEVELS: Courses, Modules, Topics and Questions

USING ACROADMIN

VIEWING LEARNER RECORDS AND EDITING REGISTRATION

CREATING AND GENERATING ASSESSMENTS

CREATING REPORTS

APPENDIX A - SETTINGS MATRIX

APPENDIX B - TROUBLESHOOTING AND ERRORS

APPENDIX C - TUTORIAL

A FINAL NOTE

 

 

Detailed Contents

CHAPTER 1 - ACROTRAIN INTRODUCTION

SYSTEM REQUIREMENTS

INSTALLING THE PROGRAM

Executables and Support Files

Folders:
Files:

AcroTrain Libraries and Records Folders

Records Folder
Libraries Folder

RESOURCES

Guide

Online Help

For Further Assistance


CHAPTER 2 - ACROTRAIN AUTHORING AND EDITING

AcroTrain AUTHORING AND EDITING

Launching AcroEdit

AcroTrain Program Settings and Options

Records Directory

Revised Administrative Password

Use the Username Drop-Down List

Sort the Course List Alphabetically

Log Times

PowerPoint Program Priority Sequence

Permit Learners to Unregister Courses

Systen Version

Include Post-Exam Reviews?

Client Post-Copy Comment

Use Defaults

Set Login Fields

Publish

View Current Selections

ACROTRAIN AUTHORING LEVELS: Courses, Modules, Topics and Questions

Courses

View Available Courses List and Access System Settings and Functions

Audit Course

File Check

Adding, Deleting and Modifying Courses

Adding a New Course
Importing a Course
Deleting a Course
Recovering a Course

Modifying the Course Settings

Setting the Course Directories (Folders)
Course Access Code
Use Access Code
Hidden course
Course Revision Number
Completion Certificate
Resize Screen
Exam-only course
Cover the Desktop with Black
Use Introduction Screen and Intro File:
Exit File
Use Review Mode
Use Sound
Hide Task Bar
Use Review Mode
Hide Flow Options
Use Instruction Boxes
Use Program Internal Help or Open Help in Browser Always
Show Objectives
Light Text and Dark Text Options
Include an Assessment with this Course
Use Web Help
OK Button
Modules Button
Cancel Button
Defaults Button
Background
Intro File and Exit File
Course Name Button
Advanced Course Settings

Modules

Add a Module

Deleting a Module

Modify a Module

Topics

Adding a Topic

Deleting a Topic

Modifying Topic Settings

Questions

Using the Topic Exercise and Question Editor

Multiple-Choice Questions

Question Feedback

Supplemental Information

Tries Limit

Use A, B, C ...?

Review File

Deleting a Question

Changing a Question Type

True/False and Yes/No Questions

Short Answer Questions

Drag and Drop Questions

Matching Questions

Adding Question Keywords

Import Questions from Another Topic File or a Text File

Corrupted Question File Detection and Too Many Questions Warnings

AcroTrain Question Parameters, Keywords and Types Matrix

Authoring Survey Questions

Manually Checking and Editing Topic Files

Checking Dependent Course Files

 

CHAPTER 3 - ACROTRAIN ADMINISTRATION

USING ACROADMIN

VIEWING LEARNER RECORDS AND EDITING REGISTRATION

Course Administrative Tool

Add Learners
Import Learners from an Existing Database
Delete Learners
Edit Learner Data
Register and Un-register Learners for Courses
Add External Course Information for Learners

CREATING AND GENERATING EXAMS

Modifying Existing Assessments

Assessment Data

Compound Assessments

Assessment Features

Paper Assessments
Surveys
Permit Retakes
Suppressing Question Feedback
Multiple Session Assessments
Intro File
Assessment Directions
Assessment Summary Report
Assessment Final Page
Question Reviews

Partial Course Credit Assessment Settings

Selecting a Course to Credit on Assessment Completion
Evaluate Score for Each Module
Evaluate Overall Exam Score
Evaluate Using Keywords
Keyword Question Report

Assessment Question Specications

Assessment Types

Assessment Close Options

Run a Program on Exam Completion
Assessment Certificates
Summary Report on Exam Completion
Auditing Assessments

CREATING REPORTS

General Fields

Course Fields

Module Fields

Topics Fields

Question Fields

Pass/fail and Question Reports
Pass/Fail Report
Question Report

APPENDIX A - SETTINGS MATRIX

APPENDIX B - TROUBLESHOOTING AND ERRORS

APPENDIX C - TUTORIAL

A FINAL NOTE

 

 

 

 

Chapter 1 - AcroTrain Introduction

AcroTrain is an e-Learning system that allows users to create computer-based training (CBT) programs using PowerPoint® files without programming knowledge. The program permits incorporating information from HTML files, editing numerous types of learner interactivity and from other programs. The system includes a learner and course management system, course content manager, question editor and random test generator.

Many professionals already use PowerPoint to accomplish training tasks because it is easy to use, it effectively blends bulleted lists with multimedia and viewers feel comfortable with its presentation format. PowerPoint, however, cannot perform many necessary e-Learning functions: registering learners; tracking material completion; evaluating responses to questions; creating and administering tests; interfacing with existing course management systems; and interacting with complex scenarios. With AcroTrain it is easy to achieve these functions. You can take PowerPoint out of the classroom onto your company's network or into your e-Learning lab.

Many CBT authoring systems have significant disadvantages: some users find them difficult to program; most cost several thousand dollars each; and no single industry standard program exists. Consequently, many companies possess only one or two authoring system licenses and there are often only one or two individuals per company who can produce and modify programs.

AcroServices' approach features the best of both (PowerPoint and CBT) worlds. PowerPoint is used for all the functions it can accomplish; it is then merged with an e-Learning authoring system to accomplish the interactivity necessary to ensure and verify the success of the learners. The result is an integrated program that uses PowerPoint for content and easily modified interactivity templates for e-Learning functions.

Add interactivity to PowerPoint presentations with the AcroEdit. Write questions in various formats: multiple-choice, true/false, yes/no, matching, drag and drop, fill-in and detailed scenario based questions. Add modules, topics, workshops and exams to define and present a complete course. Select your desired appearance template or use your own graphics to create your own 'look and feel.'

Applying the systematic approach to training with AcroTrain is easy. After identifying the specific tasks the learners must master, you will find it simple to implement the course objectives, formative questions, final assessments and content for each topic. You can construct a modular course with any number of modules, topics, sub-topics, workshops and exams. You also control topic prerequisites and menu position. Add and edit your course information in any sequence desired.

The AcroTrain exam generator permits paper exams or computer testing. Exam questions are protected through encryption. Customize the exam to meet your desire to emphasize certain topics and questions that measure specific learning outcomes.

The built in course manager allows options for multiple courses, learner preregistration, course access codes and registration by name and/or number. The program features include extensive learner progress tracking, and AcroTrain records learner comments.

This guide will address the AcroTrain structure and capabilities. Even though it is not necessary to read this entire guide before beginning your first project, reading this guide will help you understand the concepts and structure of this e-Learning system.

Conventions

Various development screens include 'OK,' 'Cancel' and 'Apply' buttons. Normally the buttons function as follows:

OK - Saves current changes and returns to the previous screen or proceeds to the next screen.

Cancel - Abandons changes since the last save operation and returns to the previous screen.

Apply - Saves the current screen and rewrites the current screen

The '>' symbol separates sequential steps in abbreviated instructions. For example, AcroEdit>Select a course>Course Settings>Check Completion Certificate means:

    1. Open AcroEdit including entering the required access code.
    2. Select a course from the list on the next screen
    3. Click the Course Settings button
    4. Click the 'Completion certificate' check box.

 


System Requirements

Minimum authoring and hosting system requirements:
Processor: Pentium I or better
Memory: 16 MB RAM or more for Windows 98. More memory improves performance. Other operating systems require more memory.
Operating System: Windows 98, NT 4, ME, 2000, XP Home or XP Pro
Video: 800X600 resolution and 16-bit color
Storage: 30 - 75 MB of free hard drive space for AcroTrain and 15 typical courses. Actual requirements can vary significantly.
Software: PowerPoint 97®, 2000, 2002 or 2003 and Internet Explorer® or Netscape 4.0® or above

Minimum learner system requirements:

Processor: Pentium I or better
Memory: 16 MB RAM or more for Windows 98. More memory improves performance. Other operating systems require more memory.
Operating System: Windows 98, NT 4, ME, 2000, XP Home or XP Pro
Video Monitor: 800X600 resolution and 16-bit color
Storage: No permanent storage requirement
Software: Internet Explorer® or Netscape 4.0® or above. A PowerPoint viewer or program is required. The 2003 PowerPoint viewer is available with AcroTrain. AcroTrain can install the recommended PowerPoint Viewer 97 if none is detected when a learner launches the system.

 


Installing the Program

You may install this program in a variety of settings (i.e. over an intranet, in a CBT lab or on individual PCs); Read this entire guide before installing the course if you have unique network requirements, special lab setup requirements, special learner tracking needs or special learner reporting needs. Use the quick installation steps below to begin using your program immediately with the default settings. Chapter 2, 'Courseware Authoring and Editing' has additional program file setting information.

Quick installation steps:

  1. Insert the AcroTrain disk into your CD-ROM drive, or if you downloaded the program, run the setup.exe file.
  2. Follow the prompts to customize the installation and select the program destination.

After installing AcroTrain, see this guide for program, course and utility options that will help you customize the program. A brief introductory course comes with the AcroTrain e-Learning system. You may displace this course or make it a hidden course that is not listed for learners using AcroEdit.

AUTHORING TIPS - Many users prefer to have an 'authoring' and a 'learners' AcroTrain installation. They use the 'authoring' installation to prepare and test their courses. They then copy the necessary files to the 'learners' installation. The 'Publish' function will copy the needed files from your 'authoring' installation to the folder you select.

You may also deliver your courses via CD-ROM. See the 'Records Folder' discussion in The Chapter 2 'Courseware Authoring and Editing' section.

The following information will familiarize you with the different file types, their location, their functions and their potential configurations.

Executables and Support Files

These files and folders are in the 'root' AcroTrain folder that you designated during the installation. For example, if you install the program in a folder named 'AcroTrain' then all of the following folders will be found and MUST reside in that folder.

Folders:

Installs - This folder contains the PowerPoint® 97 viewer that the program loads on the learner's computer if PowerPoint® or the viewer is not already located on the learner's PC.

Hint: If you do not wish to permit learners to install the PowerPoint viewer, remove the PowerPoint file(s) from the Installs folder.

Xtras - This folder contains most of the functions that the program uses at run-time. If this folder is moved, the program will NOT function properly. This folder also includes the PPTView subfolder that contines the PowerPoint 2003 viewer.

PPTView - This Xtras subfolder contains a complete PowerPoint 2003 viewer installation. It is used for presenting review PowerPoint files. The viewer will present the slides in full screen mode. This PowerPoint installation makes no registry entries on the computer where it is installed.

Files:

Login.exe launches the course management interface for learners to register and to launch courses. For more information on setting-up the course management interface (CMI), see chapter 2, 'Courseware Authoring and Editing.' Course administrators use the AcroAdmin utility to add, modify and delete learner information. Use AcroEdit to define course and program settings.

If you have an existing course management system, contact AcroServices for information on interfacing AcroTrain courses with your course manager.

AcroTrain.exe launches and runs the course selected through the course management interface. For more information on setting-up the course management interface, see the Section on 'Courseware Authoring and Editing.' This file requires that learners enter from a course management system to get course credit (i.e. Logon.exe or equivalent must be launched first).

AcroEdit.exe launches the program and content management system. Administrators will use this utility to build courseware, set program and course options and edit course content. The 'Courseware Authoring and Editing' chapter provides editing information. This program requires the 'admin' password to open.

AcroAdmin.exe launches the program information retrieval and management system. Use this to view learner information, generate reports and generate manual or random exams. The 'Courseware Administration' section provides administration instructions. This program requires the 'admin' password to open.

AcroFinal.exe launches the final exam program. This file requires that learners enter from a course management system to get course credit (i.e. Logon.exe or equivalent must be launched first).

QuickEncrypt.exe launches a program that allows program administrators to encrypt or decrypt exam questions. This program requires the 'admin' password to open.

AcroTrain.ini stores program settings for the CMI options, the login options, the 'records' folder location and the available courses list. The 'Courseware Authoring and Editing' section provides information on setting functions and modification.

AcroIntro.ini stores the course settings specific to "The Introduction to AcroTrain Training Program." Chapter 2 discusses the course settings options. If you create other courses, the course .ini file will be named the same as the course short title that you supply when creating the course. Your course .ini files must remain in the 'base' AcroTrain folder.

Admin_Guide.html provides help to the program administrators while using the AcroTrain utilities (i.e. AcroAdmin and AcroEdit). The file is a copy of this manual in HTML format. This file must remain in the same folder as the program utilities.

Printcert.exe displays and prints AcroTrain generated certificates.

Other Support Files including the following MUST stay with the program files listed above for the program to operate properly:

  • 3Dviewer.dll
  • buddy16.dll
  • Buddy32.dll
  • FolderPick.dll
  • PSTrain.dll
  • winapi.u32
  • a4vfw.xmo
  • a4vfw32.xmo
  • COVER.u32
  • MEMTOOLS.U32

Other files may appear with the above files. Moving or modifying these files may prevent proper program operation.

Dependencies - Most support files required by AcroTrain are in the 'Extras' folder. Other dependencies include the Microsoft C Runtime Library and the VB Virtual Machine. These are installed on the typical installation that will usually permit an AcroTrain installation to be copied from one location to another, instead of doing an installation. With the copy approach, you may need to redefine the library locations if they are not relative, and files may have to have their 'read only' attribute reset.

A dependent file that occasionally is not available on learner's computers is mscomctl.ocx. The Login.exx program relies on this .ocx file. The Login program checks the learner's computer for this file. If it is not found in the expected Window directory, the learner will receive an error message advising them to contact their adminstrator. This file may be obtained from the Microsoft web site and various other sources. I may simply be copied to the Windows folder.

AcroTrain Libraries and Records Folders

These folders and their contents do not have to reside with the program executables and support files. Use AcroEdit to designate their location. Chapter 2, 'Courseware Authoring and Editing' provides setting modification information.

Records Folder

The AcroTrain 'Records' folder contains the active AcroTrain system managed learner records. Set the records folder location using the AcroEdit program. This is a system level setting so that no matter what course the learner is completing, AcroTrain records their progress in this central location. AcroTrain creates one folder per learner under the records folder. In the learner folder, AcroTrain generates data files for each course and updates these files as learners advance through courses and exams.

NOTE: Learners and course administrators must have read and write access to the records folder.

Student.txt - This file stores the registered students list. View this information using the administration utility, AcroAdmin. Chapter 3, 'Courseware Administration' provides AcroAdmin instructions.

Libraries Folder

The AcroTrain 'Libraries' folder(s) location is set under the 'Course Settings.' This folder contains several important folders and files needed at program run-time. The following describes the subfolders and their contents in the 'Libraries' folder:

NOTE: Course administrators must have read and write access to the 'Libraries' folder. Learners should have read only access.

Graphics Folder - This folder stores most system graphics files; exceptions include files embedded in PowerPoint presentations, help images and HTML images. You may modify graphics in this folder; however, the file name must remain the same so that the graphic can remain linked to the program. Graphic attributes such as size, and format should remain the same as the original file attribute. All courses that list the same graphic folder will share the graphic.

If you need a custom graphic for a particular course, copy the entire folder to a new location; then revise the desired graphics. Use AcroEdit to redirect the course to the new folder location.

Help Folder - This folder stores system AcroTrain instructions. Learners view the system help functions when they use the 'Instructions' button.

You may add files to provide course specific HTML files that learners launch using the AcroHelp button. Each course topic may have a different AcroHelp file. Use AcroEdit to designate the help folder when you include custom course help files.

Graphics used with AcroTrain instructions reside in the Images subfolders.

The help folder also has the run-time instruction files that the learner uses while completing a course if they need to know how to complete a certain task. These files are listed below and must be included within the 'Libraries' structure for all AcroTrain courses. You may modify the following instruction files to tailor them to an individual course. The file names must remain the same.

HelpIndex.html - General help index. This file may require modification depending on the help you use for a given course.

InstructionsIndex.html - General instructions index. This file is normally not modified.

L_exercises.html - Learner instructions on how to complete the various program questions.

L_mainmenu.html - Learner instructions on how to use the program main menu.

L_topicmenu.html - Learner instructions on how to use the program topic menu.

L_taskbar.html - Learner instructions on how to use the various taskbar features.

L_presentations.html - Learner instructions on how to complete the course presentations.

AUTHORING TIPS - Create basic HTML pages using Word or any word processor that can export a document in HTML format. For complex pages and features use an HTML editor program such as Dreamweaver or FrontPage.
You can add as many hyperlinked pages for learners to view as desired. These can provide the speaker notes from your PowerPoint files, in depth text that discusses the topic, topic related procedures, regulations or guidance documents.
If desired you may add one help file in HTML format per topic to the 'Help' folder. Name it the same as the PowerPoint file and text file for each topic (See discussion on the 'Presentation' and 'Text' folders below) to make your file selection and subsequent revisions easier. These files may include hyperlinks to an index or outline for each source of information. You may add subfolders to the Help folder to provide whatever support level desired.
Create an EPSS (electronic performance support system) from your AcroHelp HTML files by adding a topical index with links to launch the various AcroHelp documents. After completing training, learners can directly launch the index HTML file. They will then be able to view the documents they experienced during training as they complete the tasks or experience the situations they learned about.

HTML Folder - This folder stores miscellaneous HTML files. AcroTrain uses these files for the course introduction pages and the supplemental information used in interpretive exercises or exams. The intro HTML file runs each time the learner launches the course by default. You may disable this feature for a particular course. Each course may have a different introduction file, and you may modify the default intro HTML file. Use AcroEdit to designate the course introduction file.

This folder is normally unique for each course. See chapter 2, 'Courseware Authoring and Editing,' for detailed information on how to setup this folder.

AUTHORING TIP - Present course level objectives by adding an objectives page to the course introduction file. AcroTrain will also provide features to present module level and topic specific objectives. Also, you may prefer to present objectives in your PowerPoint slides or you may wish to exclude objectives.

Presentations Folder - This folder stores the course PowerPoint® files. There is one file per topic and they may be named the same as the text and HTML files for each topic to facilitate course editing. You may initiate modifications to these PowerPoint files using AcroEdit or you can open PowerPoint and select the file that you wish to modify.

This folder is normally unique for each course. See chapter 2, 'Courseware Authoring and Editing,' for detailed information on how to setup this folder.

Text Folder - This folder contains topic text files. There is one text file per topic and AcroEdit automatically names them using the 'short title' you designate when you add a topic. These files store the topic information and settings. The topic information and settings include several options or information that will be discussed in detail in the chapters on 'Courseware Authoring and Editing' & 'Courseware Administration'. The folder also includes an 'Exam' subfolder with text files for each course exam created with AcroAdmin.

This folder is normally unique from course-to-course. See chapter 2, 'Courseware Authoring and Editing,' for detailed information on how to setup this folder.

Click here to branch to Setting the Course Directories (Folder)

 

Resources

Administrator's Guide

This "AcroTrain e-Learning System Administrator's Guide" is available on the Web at

http://www.acroservices.com/newAS/Admin_Guide/Admin_Guide.htm.

Online Help for Learners

AcroTrain has online help functions for learners when they are using AcroTrain. This help system features two help categories; AcroHelp for subject matter help during course presentations and instructions for AcroTrain program directions.

The AcroTrain e-Learning System AcroEdit and AcroAdmin utilities help launches the Web copy of the Administrator's Guide..

For Further Assistance

If you are in need of further assistance that is not covered in this guide, please call for technical support at 419.872.9999 or e-mail support@acroservices.com.

 

 

 

 


Chapter 2 - AcroTrain Authoring and Editing

 

As an AcroTrain license holder, you may author any course that you wish to author except courses pertaining to regulation 10 CFR 50.59 or Nuclear Regulatory Commission Generic Letter 91-18 operability determination programs and the related NRC Inspection Manual chapters. These are nuclear industry specific programs. Both programs are already authored and may be licensed for use by contacting AcroServices. The primary utility used for authoring and editing is 'AcroEdit.' This chapter explains how to put this utility to work for you.

 


AcroTrain Authoring and Editing

Launching AcroEdit

To launch the AcroEdit utility you may use the shortcut created on your start menu by the AcroTrain install program, go to the directory and create a shortcut or directly double click the AcroEdit.exe file in it's installed folder. After the utility launches, enter the password and your name, then you will see a brief introduction screen. 'Admin' is the default password.

AcroTrain Program Settings and Options

The Introduction screen provides a brief AcroEdit overview. From the introduction screen, continue to the list of courses on the 'Course' authoring level screen. Before setting-up or modifying individual courses, you may wish to set the 'Program Settings.' Program settings apply to all courses that share your AcroTrain authoring system installation. Click the 'Program Settings' button on the 'Course' authoring level to view and revise these system level settings:

Records Directory

This option allows you to put the learner records in a directory (folder) of your choice. AcroTrain will create your designated records folder if it doesn't exists. The default records folder is named 'Records' and is a subfolder one level below the folder where you install AcroTrain. To designate a different folder location, deselect the 'Use a relative records directory' check box. This enables the 'Set Records Directory' button. Click the 'Set records directory' button and enter the desired folder or browse to select the desired records folder.

You may establish a non-default relative records directory by first setting the directory using browse or direct entry; then check the 'Use a relative directory' box. If your designated directory is a directory located in a subfolder to the AcroTrain installation root folder, the path to the root folder will be replaced with '<FileLocation>.' This indicated that the records directory will be set relative to the root folder when you publish your installation to a network, CD-ROM or another PC.

WARNING! If you have registered learners and wish to preserve existing course records, prevent system use when changing this setting. Manually move the existing records to the new folder before permitting learners to use the system.

If you wish to run AcroTrain courses from a CD-ROM, DVD or similar portable media, you must designate the full path and records folder name. AcroTrain recognizes 'C:\AcroTempRecords' as a temporary records location for use by one learner that can be deleted following each use. Learners will be prompted when they exit to either save of delete their course record. They must preserve the record if they wish to continue a course from the point where they left off. If they've completed the course, they can delete the record unless required for documentation. This approach permits most learners to take an AcroTrain course from a CD-ROM without installing any software on their computer or leaving files on their computer withour their knowledge. ***See the discussion in Chapter *** for additonal information on CD-ROM and removabe media.***

Never use the 'C:\AcroTempRecords' folder if multiple users will take courses using the same computer. The second learner can delete records that the first learner may need.

AUTHORING TIP - When publishing your courses on portable media designate records folders on the learner's C: drive or other drives that you can verify will be present on the learner's computer. If uncertain, you can offer multiple complete installations with one that includes the C: drive for use when the preferred drive is not available.

If you wish to run AcroTrain from a CD-ROM, but do not wish to give the learner the option to delete their temporary records, designate the records folder as a fixed location other than 'C:\AcroTempRecords.' If the location is on the learner's computer, the records will remain until manually deleted.

To automatically merge CD-ROM generated records with your existing records, designate the full path to your network location for the records folder.

A third CD-ROM records folder option is to designated a folder on the A: drive as the records folder. AcroTrain will store the learner records on a floppy disk that the learner can return to the administrator. To view the learner records, the administrator can insert the floppy disk in their A: drive using an AcroTrain installation with the same folder designation as used by the CD-ROM courses. This approach will function with other removable data storage media such as a Zip disk if the complete path can be entered in the AcroTrain program settings.

WARNING! Learners can access records on a floppy disk and other uncontrolled media. This includes changing grades, question responses, times etc. Encrypting some data and using exam summary files limit the ability of individuals to modify records. When exam security is critical, use a proctored exam.

Revised Administrative Password

Record the desired administrative password for future reference, then enter the new administrative password.

WARNING! You must remember the new password. This password applies to AcroAdmin and AcroEdit.

Use the Username Drop-down List: When learners login you can include a drop-down list for selecting usernames.

Sort the Course List Alphabetically: Check this box and the unregistered courses will be listed alphabetically when learners login. If unchecked, courses will be listed in the sequence they were entered. This is the sequence for the course list in AcroEdit. To change the entered sequence, displace courses, then recover the courses in the desired sequence. Login will add the word 'Exam' to exam only courses. All such exam only courses will appear together if sorted alphabetically.

Log Times: The log feature collects timing and computer system data in a common file named "LogFile.txt." The file location is in your designated records directory. This file may also include entries about selected error messages received by learners.

WARNING! Each course taken by each learner will add a page to several pages to this file. It can become quite large. If the file becomes too large it could adversely impact performance. Periodically delete the file or delete the old file entries. Keeping the file to 2 Mb. or smaller should provide good performance with most installations.

PowerPoint Program Priority Sequence:

There are several programs that may be used to present the PowerPoint files for each PowerPoint topic.


PowerPoint Presentation Program Options
Option No. Description
1
 PowerPoint 97 Viewer
2
 PowerPoint 97, 2000, 2002 or 2003 (Whichever is registered on the learner's computer.)
3
 Offer to install the PowerPoint 97 Viewer
4
PowerPoint 2003 (full screen) Viewer
5
 Application designated for .PPT files (Full Screen)

To indicate your preferred program, use AcroEdit to designate this program setting. From the course selection page Click the 'Program Settings' button, and then enter the number representing your preferences.

For example, if you would like to have AcroTrain check first for the PowerPoint 97 viewer, next the full PowerPoint program, then the PowerPoint 2003 Viewer and finally if none of these programs is found, to offer to install the PowerPoint 97 Viewer; enter number 1243. If you wish only to use the PowerPoint 2003 Viewer, enter number 4. The default value, if no number is entered, is 12345.

PowerPoint factors to consider:

  1. The two PowerPoint viewers are free players provided by Microsoft.
  2. If multiple PowerPoint versions are installed on the learner's computer, and you are using option 2, AcroTrain will use the path and filename found in the designated registry location for the PowerPoint program.
  3. If your course requires macros to present your presentations, you must use the full program option 2.
  4. If you create your presentation using PowerPoint 97 - 2002, you should be able to rely on any of the options to present the slides. However, in PowerPoint 2003 there are some new transition effects that are not supported by the older viewers or programs. Avoid these features or use option 4 to present your slides.
  5. The PowerPoint 2003 viewer can only be presented full screen due to a bug. This means learners will not have access to the AcroTrain controls. If your program is not set to resize the screen, and if the learner's screen size is set higher than 800 X 600 pixels, the transition to the presentation will be noticeable. This option is very reliable since the needed software is in the AcroTrain Xtras folder, and the free viewer requires no installation or registration. Include this option to force full screen presentations and to assure learners will have a reliable presentation program.
  6. If PowerPoint is installed on a learner's computer, but AcroTrain is unable to find it, uninstall and then reinstall the PowerPoint program or viewer on the learner's computer.
  7. Using the application designated for .PPT files should be limited to situations where you have control of the learner's computer settings. This setting may not exist on some learner's computers even if they have PowerPoint or a viewer installed.
  8. If your PowerPoint presentation runs full screen learners will not have access to the AcroTrain navigation controls such as comments, AcroHelp and slide forward and back.
    To indicate your preferred program, use AcroEdit to designate this program setting. From the course selection page click the 'Program Settings' button, and then enter the number representing your preferences.
    For example, if you would like to have AcroTrain check first for the PowerPoint 97 viewer, next the full PowerPoint program, then the PowerPoint 2003 Viewer and finally if none of these programs is found, to offer to install the PowerPoint 97 Viewer; enter number 1243. If you wish only to use the PowerPoint 2003 Viewer, enter number 4. The default value, if no number is entered, is 12345.
  9. We have received reports that the PowerPoint 97 viewer loads faster and performs better than the PowerPoint program. This may not hold true with all operating systems, hardware configurations and program versions.
Permit Learners to Unregister Courses: If clicked, learners will be able to unregister courses themselves. To unregister a course Learners may remove a course from the registered courses list after logging in to the AcroTrain e-Learning System.

When learners single-click a registered course, the 'Remove' button appears. Clicking the 'Remove" button moves the course from the registered course list to the unregistered course list. If the removed course is a hidden course, it will still appear on the unregistered course list. This permits learners to easily re-register for the course in situations when they inadvertently remove a course. However, the next time learners launch Login, hidden courses will not appear on the unregistered courses list. Naturally they will remain available and become registered when learners enter the correct course access code.

System Version: Set this to the desired version number. This number can serve to document your AcroTrain program setting changes. It also is used with the Client-Host function. The version number can be an alpha-numeric combination of up to 12 characters.

Include Post-exam Reviews? Question reviews may be set on a global program basis using AcroEdit or for individual exams using AcroAdmin. The program settings are 'Always,' 'Never' or 'Use Settings.'


'Always' Question Review Program Setting

With the 'Always' setting individual exam settings are ignored. Learners will be taken through a review of their incorrect questions and their correct questions.

'Never' Question Review Program Setting

With the 'Never' setting individual exam settings are ignored. Learners will not be able to review either incorrect or correct questions.

'Use Settings' Question Review Program Setting

'Use Settings' is the default setting for systems that have no setting. With 'Use Settings' individual exam settings will be checked at run time. The exam settings will determine the reviews that the learners receive. see the discussion under Creating and Generating Exams for a description of the exam question review settings.

Clent Post-copy Comment: Enter comments to present to learners who have a client installation each time the system configuration files are downloaded to their computer. See the Publish section for client-server information.

Use Defaults: Click this button to reset the program settings to their default values. This button will not reset the login fields. The parameters that change to default values are:

Records Directory - <FileLocation>Records
Use a relative records directory - Checked
Revised administrative password - ADMIN|
Sort the course list alphabetically - Checked
Log times - Unchecked
PowerPoint Program Priority Sequence - 12345
Include post-exam reviews? - 'Use settings' checked

Set Login Fields: Click this button to revise the information that learners must provide and have the option to provide when they register or revise their learner data. The minimum required login information is the username and password.

Login instructions: Type instructions that you want the learners to see when they are at the 'Learner Information' screen.

Username is always visible and required. This information is requested prior to the screen. The username may not be changed.

Password is always visible and required. This information is requested prior to the 'Learner Information' screen. It may be changed, however, on the 'Learner Information' screen.

First name options are visible and required. The default setting is visible and required.

Middle Initial options are visible and required. The default setting is visible and required.

Last name options are visible and required. The default setting is visible and required.

Employee ID number options are visible and required. It also has a Min/Max feature that allows you to set limits on the ID number to tailor it to your specific numbering format. The default settings are 3 minimum, 9 maximum, visible and required.

E-mail address options are visible and required. The default setting is visible and not required.

Department options are visible and required. The default setting is visible and not required.

Other group options are visible and required. You have two options for this field. Set it up as a simple text entry box like the others or an option list box. The option list is useful for corporations that need more work group information than the department alone provides. In AcroAdmin you can sort records using this field. The default setting is visible and not required.

AUTHORING TIP - Use the drop-down list if you plan to sort learner data. The list avoids learner self-entry problems with alternate terms and misspelled words.

Revising login field names. Contact technical support at AcroServices for information on how you can revise the default login field names.

 

Publish

The publish function provides several options to prepare run time copies of your AcroTrain e-Learning System. System Publishing provides master copies for your e-Learning system that can be used on a intranet, installed on computers in an e-Learning lab or for e-Learning delivered via a CD-ROM, DVD or other removable media. 'Client System Publishing' provides master copies for delivery over the web or to remote locations with a 'slow' intranet. Your AcroTrain license permits multiple copies of run time system files. These may be copied to intranet locations, multiple computers or distributed via CD-ROM or other removable media.

The run time system does not permit course authoring, course modifications that require AcroEdit, and generating or revising course exams. The AcroEdit.exe file is not included with run time system copies and may not be added to such systems without purchasing an AcroTrain license for each copy.

Use 'Copy to:' to designate the folder that AcroEdit should copy the system or other files to.

The Records Folder designation must be set to assure learner records are stored in the desired location. You may enter the location or browse to the desired folder. Buttons provide the proper designation for several situations:

Relative: This is recommended for most intranet installations, stand-alone computer installations and many removable media systems. The records directory will be located in a sub-folder beneath the AcroTrain root folder. With a relative location the drive letter can be different for different learners, but all will store their records in the designated sub-folder located 'relative' to the AcroTrain root folder.

To select a relative directory, you may enter it or browse to the desired folder. The entered folder must be a sub-folder of your AcroTrain root folder. After entering the complete path to the desired records folder, click the 'Relative' button. AcroEdit will replace the drive letter and path through the AcroTrain root folder with '<FileLocation>.' At run time this tells AcroTrain to substitute whatever path was used to launch the AcroTrain system for '<FileLocation>.'

Current: Clicking the current button will enter the complete path for the current system based on the records directory setting for the AcroTrain installation. If you need a relative locations that uses the current AcroTrain program setting, first click "Current,' then click 'Relative.'

CD-ROM Run: Use this records folder location for publishing run time systems for use with CD-ROMs and other removable media that will run from the CD-Rom or other media with temporary records on the learner's computer.

Use the 'System Publishing' Copy button to create your run time AcroTrain e-Learning System copy. Copying may takes several minutes depending on the folder locations and the system size. Wait until AcroEdit indicates the copy operation is complete before returning to the course page.

Client-Host Systems

The AcroTrain Client-Host feature permits learners to minimize communication with the centralized run time system installation. With a client-host installation, client learners receive a client run time AcroTrain installation on their computer. This limits the need to communicate with the host for records, loading additional courses and receiving updates. Installations that use Virtual Private Networks (VPN) for web delivery and other situations when there is a need to minimize network traffic or when the course content requires a faster interface than the network can support.

Since Client-Host system operation is a synchronous application, the learner must remain connected to the host during training. Users needing asynchronous operation or other web-based delivery should contact AcroServices for support.

The host system for client-host installations must be a fully licensed AcroTrain e-Learning System installation. This is necessary to be able to download the course and system files needed by clients.

The learner is the client to the centralized host AcroTrain installation. Learners initiate their training sessions using a client copy of Login.exe that will initiate communication with the host Login process. Learners select their courses from the host course list. The minimum files needed to establish a client installation are Login.exe and two support files. Copy these files to a folder on the client computer. This will be the client AcroTrain run time installation folder. More complete files may be provided to learners for the client initial installation to reduce the time needed to download course and system files. The client computer requires a fixed path for the records folder that is from the perspective of the client computer. The client also requires a fixed path to the host system root AcroTrain e-Learning System folder.

Client System Starter includes the three files required as a minimum to establish a client installation. This approach will require that all necessary course files and nearly all system files will be copied to the client computer when first used by a learner.

Client System Copy will copy the complete system files needed by the client. When the learner first logs in he or she will only need to download the selected course files.

Client System and Course Copy copies the complete system files and all course files needed by the client. When the learner first logs in he or she will not have to download any files unless the selected course or system host revision is different than the client revision.

System and course revision numbers assure that the client system is kept up to date. If the client course version is different than the host course version, and updated copy of the course files will be copied to the client installation. Similarly, the AcroTrain system files will be copied to the client if the version numbers do not match. Whenever course setting, question, assessment, PowerPoint file or other content changes the course version should be changed to trigger a download to the client when a learner selects the course. Change the system version following program setting changes and program file updates to assure client system files and settings remain current.

 

 

View Current Selections

Click the down arrow icon to open a drop-down list of data that describes your current selections. Click 'Toggle Detail' to open a second drop-down menu with additional data. This icon remains available on most AcroEdit pages. To close the list, fist toggle the additional data off, then click the up arrow.

 

 

AcroTrain Authoring Levels: Courses, Modules, Topics and Questions

AcroTrain uses authoring levels as shown in the taskbar graphic below. You may use the taskbar to return to previous authoring levels without saving current settings. Simply click on the words 'Course,' 'Module' or 'Topic' to jump to that authoring level. Jumping to a different level may cancel changes made at the current level such as module setting or topic changes.


AUTHORING TIP - Authoring levels provide flexibility when applying a systematic approach to training. A course structure should be planned based on an existing instructor-led course or using job/task analysis. One corollary is that the course is like the book, modules are like chapters and topics are chapter subsections. The questions are in two categories; formative questions that are like classroom discussion questions and exam questions.
We recommend that topics be kept to just a few PowerPoint slides. After presenting one topic such as a definition or basic principle, ask one or more formative questions to verify comprehension or provide practice. Use the optional review function to return learners to the PowerPoint slide that answers formative questions.

See "A Systematic Approach to Training Using AcroTrain" for additional information.

Courses

View Available Courses List and Access System Settings and Functions

From the AcroEdit introduction screen press the 'Continue' button; the available courses list appears in the box on the left. When editing course, module, topic or question information, return to this screen by pressing 'Course' in the Authoring Levels task bar window. The course authoring level provides access to AcroTrain e-Learning System settings and the publish function.

Click a course once to select it and to view the selected course information shown in red text. Once selected, clicking a course a second time opens the course module list. You can also click the 'Continue to Modules' button to open the selected course's module authoring level.

To add a course, click the 'Add' button and follow the on screen instructions. To remove the selected course from the current course roster, click the 'Delete' button. To change the selected course's settings, click the 'Course Settings' button.

Audit Course

Use the Audit Course button to launch the selected course in the audit mode. Use this to preview courses without creating a permanent learner record. The log function and files that run on exam completion will take place when auditing courses. This button appears on several AcroEdit screens.

File Check

The File Check function is for troubleshooting. See Appendix B.

Adding, Deleting and Modifying Courses

AcroEdit provides functions to revise course settings, add additional courses and delete courses from the course list. To add courses you may create new courses or import existing courses. Deleted courses are 'displaced' from the active course list. If the course files are retained, these course may be recovered or imported, if desired. AcroEdit will not delete displaced course files.

Adding a New Course

To add a new course, click on the 'Add' button from Course authoring level screen. AcroEdit prompts you for a course 'Long' title, 'Short' title, access code, course type and the library folder location. After providing this information, your new course will be added to the course list and may be modified or edited like existing courses. Click on the 'Course Settings' button to change the default course settings. Appendix A shows the default program settings.

Required new course information:

Full Title - AcroTrain use the full title as the course name throughout the program and utilities to identify the course to learners and administrators.

Short Title - AcroTrain use the short title to identify the course and run certain program functions based on the course. This title may not be changed once saved.

Access Code - An access code must be used to add a course. If you wish to let the learner access a course without entering a code, then deselect the 'Use Access Code' option as explained below on the course-settings page.

Course Type - There are three available course types:

Regular: Regular courses have at least one module and one topic and they appear on the course list.

Exam-Only: Normally learners are unable to access a course exam until they complete the course. Use an exam only course when you want to create a pretest, posttest, practical exercise, survey or other assessment that the learner can select during login.

Exam-only course must have exams and exam questions available. If the exam is for an existing course, set the related exam-only text library to the same folder as the existing course text folder. This will make the exams and questions from the existing course available to the exam-only course.

Instructor-Led: You may use AcroAdmin to track instructor-led courses and other learner-centered functions such as qualification requirements. Instructor-led courses will not appear on the login list. However, you may manually enter their status using AcroAdmin to provide a central location for learner records.


Libraries Folder - The libraries folder provides a master folder to contain subfolders for course exercises, graphics, presentations, HTML-help files, animations and other media. Normally each course must have a different text folder. See 'Setting the Libraries Folder' below for more information.

AUTHORING TIP - If your course includes a complete module from another course, assign the same folders as the other course.

For example, some learners need course modules 1, 2 and 3, and some only need modules 1 and 2. After adding the full course, add a second course. Assign the second course the same libraries folders as the first course. Add a module 1 and module 2 to the second course. Also add separate exams for the second course, if needed. Modules 1 and 2 for both courses will be the same. If you revise a PowerPoint presentation, add or delete topics or modify questions, the changes will be effective for both courses.

Importing a Course

Click 'Import' and browse to the course you desire to import. You may import a course that is already part of your installation by giving the course a unique short title and access code. Manually establish and move files into folders needed by the imported course.

AUTHORING TIP: One key reason to import a course is when you have two installations, one for use by learners and one for course authoring. This permits the course author to create new courses and revise courses 'off-line.' After testing the course, import it into the production installation. Using relative libraries makes importing much easier. Simply copy the unique course folders such as the Text and Presentations folders to the target installation. Any unique files such as the course intro and exit html files, if used, must also be copied to the folder anticipated by the course.

A second use for import is to quickly configure a new course with settings that are the same as an existing course. Import the desired course file, and then edit the settings and parameters that are unique to the new course. If the new course will share modules with the existing course, then they should have the same text, presentation and other folders. This gives you a single location for editing the shared content. If the new course will not share modules, then the new course must have a separate Text folder and will likely benefit from a separate Presentations folder.

Deleting a Course

AcroTrain permits you to displace a course to delete it from the course listings. When a course is displaced it will not be available in any program or utility until you recover it. You can recover it by using the 'Recover displaced course' button after clicking on the 'Add' a new course button. Recovery will only be available if a course was previously displaced.

If you wish to permanently delete a course, Displace the course, then manually delete the files associated with the course.

WARNING! Exercise caution when deleting libraries. It is normal for more than one course to share the same folder and files. For example, if you used separate presentation and text folders for the displaced course, these folders may be deleted if no other course uses these folders. However, help, graphics and HTML folders may not have been used exclusively by the displaced course. Problems associated with deleting needed files include error messages when learners attempt to load courses, no presentations run, no questions available for exams, improper screen appearance and failure of the program to run. Also, if you latter recover the displaced course, you will have to manually replace all needed files.

Recovering a Course

To recover previously displaced courses use the 'Recover displaced course' button after clicking the 'Add' a new course button at the Course authoring level. Also manually replace any required course files if they were moved or deleted.

Modifying the Course Settings

The AcroTrain system provides numerous course settings to optimize the learning experience. To modify course settings, start at the course authoring level. Click on the course that you wish to modify, and it will appear in red text on the 'Selected course' line. Then click on the 'Course Settings' button. Directory setting is required for each course. AcroTrain uses default values for the other optional course settings. Appendix A lists program settings and their defaults values. The basic program settings are illustrated below.


Click on the 'Advanced' button to change several course settings including instructor mode, audit mode, no objectives, certificate and copy options:

  • Resize the screen to 800 X 600:
  • Cover the background with black
  • Dim the objectives button
  • Help Browser
  • Text Color
  • Background Family
  • Permit sound
  • Permit web links
  • Permit instructor mode
  • Audit mode
  • Copy files to the learner's computer
  • Require an access code to register
  • Include an exam with this course
  • Present an introduction when the course begins
  • Certificate selection
  • Certificate text and appearance

    Setting the Course Directories (Folders)

    Click the 'Directories' button on the Course Settings screen to revise the course file locations. The terms directory and folder are interchangeable as used here. The libraries folder contains subfolders for the exercises, graphics, presentations, animations and other media required to properly run your course. You may use the same folder for more than one course. However, a change to any file will change the file for all courses sharing that file.

    Use the 'Browse' button to designate a specific path or network location for the library folder, or click the 'Relative' check box to set the libraries folder or subfolders relative to your program parent folder. Using a relative location increases your flexibility to move the entire AcroTrain base folder and subfolders from a development site to a production site without changing file designations. Using relative folders is required if you wish to run your course directly from a CD-ROM or use the Client-Host feature.

    The Text, Graphics, Presentations, HTML and Help directories may be set independent of each other. By making these library subfolders independent, each course will have different presentations, graphics, HTML files etc. If you have courses that need to share presentations, graphics, HTML files etc., then they will need to use the same folder for the shared content.

    AcroTrain relies on files in the Graphics, Help and HTML folders to present the courses and exams. If you designate a different location for these folders, copy the files from the original folders to the corresponding folders. You may revise many files in those folders and add files to those folders to customize your course appearance. The Presentations and Text folders normally contain course specific files. The Text folder must be unique for each course unless you plan to share complete modules with more than one course.

    The default course file designation assumes the course will only share help and graphics files with other courses. The Presentation, Text and HTML folders will be set as subfolders to a folder that uses the course short name. Since all course must have an HTML file that runs when learners exit courses, AcroEdit will offer the option to copy the default HTML files from the HTML folder directly beneath the Libraries folder. The files that get copied are: exit.html, intro.html, ctobj.html, acro_powered.swf, gettingthemost.htm and intro.avi from the HTML folder and macromedialogo.jpg and atlogo.gif from the Images subfolder.

    Directory structure example:

    • AcroTrain Folder(<FileLocation>)
      • - Libraries Folder(<FileLocation>Libraries)
        • - Graphics Folder with background and other graphics for all courses (<LibrariesDir>Graphics)
        • - Help Folder with instructions and AcroHelp for all courses (<LibrariesDir>Help)
        • - HTML folder with default HTML files (<LibrariesDir>HTML)
        • - Course1 Folder (<LibrariesDir>Course1)
          • - Presentations Folder for Course1 (<LibrariesDir>Course1\Presentations)
          • - Text Folder for Course1 (<LibrariesDir>Course1\Text)
            • - Exams Folder for Course1 (<LibrariesDir>Course1\Text\Exams)
          • - HTML Folder for Course1 (<LibrariesDir>Course1\HTML)
        • - Courses2A and 2C Folder (<LibrariesDir>Course2A)
          • - Presentations Folder for Courses2A, 2B and 2C (<LibrariesDir>Course2A\Presentations)
          • - Text Folder for Courses2A and 2C (<LibrariesDir>Course\Text)
            • - Exams Folder for Course 2A and 2C (<LibrariesDir>Course\Text\Exams)
          • - HTML Folder for Courses 2A, 2B and 2C (<LibrariesDir>Course\HTML)
        • - Course2B Folder (<LibrariesDir>Course2B)
          • - Text Folder for Course2B (<LibrariesDir>Course2B\Text)
            • - Exams Folder for Course2B (<LibrariesDir>Course2B\Text\Exams)

      In this example all courses share the same background graphics and other standard AcroTrain graphics. Since AcroTrain uses fixed graphic file names, all courses with the same Graphics folder and the same background family setting will use the same graphics. Most users use this approach and the default background setting.

      All courses in the above example also share the Help folder. This means that they can share the same help files or the folder may contain different files for different courses. Help files are needed for giving learners instructions on navigating through the AcroTrain System. These files are usually the same for all courses. Your course may have extensive content sensitive help files. These files are accessed with the AcroHelp button. If your course has extensive AcroHelp files, you may prefer to have a separate Help folder for such courses. You will need to include the instructions as well as the AcroHelp files in the course specific Help Folder.

      Course 1 is a stand-along course that has its own Presentations, Text, Exam and HTML 'content' folders. Courses 2A and 2B share their content folders. This works when you have a course with multiple modules and associated topics. The topic files are stored in the Text folder. If Course 2A can use all the modules while Course 2C can use only the first few modules the two courses can share all their directories. With this arrangement, all content changes made for Course 2A also are changed for Course 2C. With Course 2B, the PowerPoint presentations and HTML files may be shared, but the modules and topics with the formative and exam questions are independent of the other courses.

      The Exam subfolder shown above will be created by AcroAdmin when you create the first exam for your course.

      Course Directory (Folder) Settings

      Clicking Browse permits you to manually edit the designated directory by typing directly or to search for the desired folder. If you enter a folder that does not exists, AcroEdit will offer to create the folder when you click Apply or OK. If you enter a path that includes the Libraries directory path or the path to the AcroTrain folder, then click relative, AcroEdit will convert the applicable path information to '<LibrariesDir>' or '<FileLocation>.'

      Click Relative to convert the entered directory path to a relative path designation. If the path is not a valid relative path, you will receive a notice. '<FileLocation>' is the complete path from the computer drive through the AcroTrain root directory. The AcroTrain root directory is the directory where AcroTrain.exe, Login.exe and other files are found. The default name is AcroTrain, but in your installation it may have been given a different name. '<LibrariesDir>' is the '<FileLocation>' path plus the additional folder shown for the Libraries directory.

      Clicking OK starts limited error checks on the designated directories, saves the directories in the course '.ini' file and returns to the Course Settings page.

      Clicking Cancel returns to the Course Settings page without saving the changes.

      Click Apply to implement the same processes as OK, but to return to this Course Directory (Folder) Setting page.

      Clicking Default enters the default directories for all directories and sets relative on for all directories.

AUTHORING TIP - Using relative course folders.

The suggested folder arrangement is to use the default common locations for the 'Graphics' and 'HTML' folders. These folders typically do not change from one course to another. For each course, you can establish a subfolder under the libraries folder. Then, in each course folder, copy the default 'Help' folder, and create new 'Presentations' and 'Text' folders. Or, use the default button if you are satisfied using the course short name as the course subfolder name and AcroEdit will create the folders when you save the data.

For your course settings, designate the libraries folder as relative. Then designate the other folders relative to the libraries folder. Type '<LibrariesDir>' at the Course Directory (Folder) screen to indicate the complete path to the libraries folder. Type '<FileLocation>' to indicate the root folder for the AcroTrain installation. Although not recommended, you may type '..\' to indicate a move to one folder above the present location. Deselect the relative button to enter your relative path information. AcroEdit with retain your designated relative path and change the designation back to relative after you save the directory settings.

When all directories are relative, this permits you to move or copy a complete installation to a different location without changing course directory settings. When you copy over a network or from a CD-ROM, the copy process may change the file attribute setting to 'Read Only.' Manually change the attributes of such files when your need to revise or write to the files.

If you change course directories after saving course content files, you must manually move the content files to the new location.

IF you designate directories that do not exist, AcroTrain will prompt you to verify that you would like to create the directory.

Click here for more information about the course directories

Course Access Code

Use Access Code

Each course must have a unique access code. The access code may be changed. If you wish to let the learner access this course without entering this code, then deselect the 'Use Access Code' option. Select the 'Use access code' button to require learners to enter the course access code when they launch the course. The access code is limited to a four character combination of letters and numbers.

Hidden Course

Check this box to prevent this course from apearing in the list of unregistered courses. Use hidden courses for situations where displaying the course name could be confusing for some learners or when the course is needed to make an assessment available, but the course is not intended to be taken as a stand-alone course. Post course surveys are an example of such a course.

If learners need to register for a hidden course, they can click in the course access code area on the Login course listing screen, then enter the course access code.

Course Revision Number

Enter the optional course revision number. It may be up to eight characters long. The default revision number is 0.

Completion Certificate

Set this on to permit AcroTrain to present a course completion certificate to learners. See the 'Advanced Course Setting' description for addition course completion certificate options.

Resize Screen

With this option set on, the course will run full screen. Running AcroTrain full screen helps keep the learner's focus on the training. If this option is not checked, the training will run in the center of the learner's screen.

If the screen is set to a resolution less than 800 X 600, portions of the training will not be available to the learner or the program may not function properly. AcroTrain resets the learner's screen to its original setting when learners exit normally.

NOTE: If learners use Alt-F4 or Task Manager to exit, or if they experience a system crash, they will have to manually resize their screen display setting.

Exam-only Course

As mentioned in the 'Adding a New Course' section above, AcroTrain run courses may be regular or exam only courses. The exam only function allows you to administer exams and assessments to learners without requiring them to complete a course. If you have an existing course with content, you can convert that course to an exam only course. The learner, however, will be only given the option to 'Take Exams' when selecting this course during login. Select this setting to convert a regular course to an exam-only course.

Cover the Desktop with Black

The learner's desktop can flash momentarily when AcroTrain transitions between the PowerPoint presentations and other program features. The 'Cover the desktop with black' function launches a black cover to prevent this. If your learner's computer system experiences lack of processor memory or slow running problems, try deselecting this feature.

Use Introduction Screen and Intro File:

You may customize the introduction screen(s) that learners see at run-time each time they launch the course. AcroTrain uses an HTML file to display the contents of the opening screen. You may modify the default 'intro HTML' file found in the HTML folder or create a new HTML file to use as the course introduction. You may have a media rich introduction to get your learners interested and motivated for their learning experience. This function is not available for exam only courses.

To change the introduction page:

  1. Modify or create a new HTML file with your custom information and media and save it in the HTML folder. You will have to use an HTML or text editor that can export or save files in HTML format
  2. From the AcroEdit Course Settings screen, select 'Use introduction screen.'
  3. Click the 'Intro File' button to launch a directory browser.
  4. Go to the HTML folder, select your course introduction file and then click OK.

AUTHORING TIP - You can put in as many hyperlinked pages as you wish the learners to view during the course introduction. You only have to identify the opening page using the instructions listed above.

Most HTML files used with AcroTrain must have the file extension '.html.' The shorter '.htm' extension may not function in all instances.

Exit File:

You may customize the exit screen(s) that learners see at run-time when they exit from the course. This file functions the same as the Intro File. To change the file, click the 'Exit File' button from the Course Settings screen.

Use Sound

You can either allow the use of sound during the introduction HTML and other HTML sequences or turn it off. This setting impacts the HTML files only, not the presentation files. If you wish to turn off the sound in the presentations, modify the PowerPoint presentation files.

Hide Task Bar

Many learners may have the Windows taskbar open at the bottom of their screen. This can at times cover the lower portion of the AcroTrain screen. Check this to give a hide command when AcroTrain launches.

Use Review Mode

The AcroTrain review mode option uses learner progress information to diagnose potential learner deficiencies and recommends further instruction. Specifically, the program tracks the exercises that the learner answers incorrectly on the first try. It then adds the exercises on that topic to a review list for the learner to review after the instruction modules but before the exam.

During the review, AcroTrain presents a list of exercises (topics & objectives) that the learner should review. The program recommends that the learner review both the presentations and AcroHelp for each topic on the review list before retrying the exercises. If the learner answers all exercises correct on the first try, nothing is added to the review list. If the course setting includes a review module, learners must complete the review module to receive course completion credit.

Since the learner information is recorded, including how they complete the review module, this is a useful tool for diagnosing and correcting potential instructional design problems with the program, the content and the formative testing. Having tools like this available will help pinpoint learning deficiencies.

Deselect this option to permit learners to go directly to the course completion screen after completing the course modules.

Hide Flow Options

Permit learners to control their approach to learning the course material with the flow control options remaining visible at run time. Although the 'conventional' approach is to present the course content, then to ask formative questions some learners may prefer to see the formative question(s) first, then they can go to the presentation if needed. Instruct learners to de-select 'View Presentations' to be taken to the course formative questions instead of being taken to the presentation first. They can click the presentations button at the formative question screen to view the presentation.

Check the 'Hide flow options' box and the course flow options as shown below will not be available to learners at run time.

Use Instruction Boxes

Instruction boxes appear directing learners on the module and topic menu screens. Deselect this check box to prevent the instruction boxes.

Use Program Internal Help or Open Help in Browser Always

During program run time, you may either display the on-line help information in a browser window within the program, or you can use the learner's web browser. The external browser may be kept open and minimized for quick reference. The internal browser will have to be reopened each time the learner needs the information. Regardless of this setting, AcroTrain must use the external browser window during the presentations.

Show Objectives

Control module and topic objective presentations with this setting. With all settings, learners may click the Objectives buttons to review the objectives.

Always:
Module objectives are presented before each module and topic objectives presented before each topic presentation and before topic exercises with this setting. Use this setting if learners will normally go the the topic exercises before viewing the presentation.
Never:
No objectives are automatically presented.
Before presentations:
Module objectives are presented before each module, and topic objectives are presented before each topic presentation with this setting.
Before exercises:
Module objectives are presented before each module, and topic objectives are presented before topic exercises with this setting.

If your course has no objectives you may make the objectives button inactive using the Advanced Settings.

Light Text and Dark Text Options

Since the background colors can be changed from a dark color scheme to a light color scheme, so can the text that appears on the backgrounds. If you shift to the light blue background family, use the 'Dark text' option so that the learner interface remains functional.

Include an Assessment with this Course

Check this box to have AcroTrain route learners to an assessment after they complete the course modules. If checked, learners will not be presented a completion certificate until they successfully complete the assessment. Select a particular assessment to have learners routed to the assessment and to bypass the assessment access code entry. If there is no selected assessment, give learners, or the assessment proctor, the access code for the desired assessment.

Include a Survey with this Course

Check this box to have AcroTrain route learners directly to a course survey following the course completion. Selecting a survey is a two-step process: select the course with the desired survey questions and then select the assessment. This permits you to use one survey course with one or more survey instruments for all courses. If you wish to have learners take an exam before they complete a survey, leave this box unchecked and use a compound assessment. See the added discussion on surveys and compound assessments with the Assessment discussion.

Use Web Help

If clicked, AcroTrain will look to the designated web location for the AcroHelp files. Enter the URL to the root web folder where you've located the AcroHelp files.

OK Button

Click the 'OK' button to save your changes and return to the main Course Authoring Level screen.

Modules Button

Click 'Modules' to save changes and go to the Modules Authoring Level.

Cancel Button

Click the 'Cancel' button to return to the main Course Authoring Level screen without saving your changes.

Defaults Button

Click this button to reset the following course settings:

  • Resize screen to checked
  • Use introduction screen to checked
  • Use review mode to checked
  • Cover the desktop with black to checked
  • Use program internal help to checked
  • Open help in browser always to unchecked
  • Light text to checked
  • Dark text to unchecked
  • Use access code to checked

Background

AcroTrain comes with two background families for different course appearances. The default background family is a dark color scheme and the 'Light blue' family is a light color scheme. Click on the 'Setup Background' button to choose the desired course background family.

AUTHORING TIP - The default background files location is …Libraries\Graphics
\Backgrounds\Default. The light blue backgrounds are in the lightblue folder. You may revise one or all of these graphics to create your own background family. Naturally all courses that have the default background family designated will experience the change if the files in the default folder change. When revising files, keep the graphic size and type the same as the original file. You may create a new subfolder, and then copy the default or lightblue graphics to the new subfolder. If you then revise the copied files and redirect the course to your new background family, the default graphics will remain unchanged for use with other courses.

Intro File and Exit File

See the above 'Use Introduction Screen and Intro File' and 'Exit File' discussions.

Name

Click 'Name' to change the course long title.

AUTHORING TIP - The course short title is set when you create a course. It cannot be changed. If you desire a course with a different short title, you could import the present course, and give the imported version of the course the desired short title. You could then set the directories to the default settings and move the folders for the original course to the new locations. If you then displace the original course, you will have the course with the desired short title.

Advanced

The advanced course settings provide additional course settings and repeats many of the above settings.

Click the 'Advanced' button to open the Course Options dialog box. Click the tabs to change view, control, general course and certificate related options. The advanced settings include objective display, instructor mode, audit mode, copy-to-local and certificates.

View Options

Resize the Screen to 800 X 600 Pixels

With this option set on, the course will run full screen. Running the CBT full screen helps keep the learner's focus on the CBT. If this option is not checked, the CBT will run in the center of the learner's screen. If the screen is set to a resolution less than 800 X 600, portions of the CBT will not be available to the learner or the program may not function properly. AcroTrain resets the learner's screen to its original setting when learners exit normally from the CBT.

NOTE: If learners use Alt-F4 or Task Manager to exit or if they experience a system crash, they will have to manually resize their screen display setting.

Cover the Desktop with Black

The learner's desktop can flash momentarily when AcroTrain transitions between the PowerPoint presentations and other program features. The 'Cover the desktop with black' function launches a black 800X600 cover to prevent this. If your learner's computer system experiences lack of processor memory or slow running problems, try deselecting this feature.

Dim the Objective Button

If a course has no objectives, set this on to disable the objective button when your course runs.

Use the module list Main Menu

The AcroTrain Main Menu has two options for listing the available course modules: Two columns of four modules each or a single column list of up to 40 modules. The two-column format is the default. If your course needs more than eight modules , including the review module, you must use the single column format.

Help Browser: Use the Computer's Default Browser or Use the AcroTrain Browser

During program run time, you may either display the on-line help information in a browser window within the program, or you can use the learner's web browser. The computer's default browser may be kept open and minimized for quick reference. The AcroTrain browser will have to be reopened each time the learner needs the information. Regardless of this setting, AcroTrain uses the computer's default browser window during the presentations.

Text Color: Light Colored Text and Dark Colored Text

Since the background colors can be shifted from a dark color scheme to a light color scheme, so can the text that appears on the backgrounds. If you shift to the light blue background family, use the 'Dark text' option so that the learner interface remains functional.

Background Family

AcroTrain comes with two background families for different course appearances. The default background family is a dark color scheme and the 'Light blue' family is a light color scheme. Click on the 'Setup Background' button to choose the desired course background family. Use the drop-down menu to view available background families.

AUTHORING TIP - The default background files location is …Libraries\Graphics\Backgrounds\Default. The light blue backgrounds are in the lightblue folder. You may revise one or all of these graphics to create your own background family. Naturally all courses that have the default background family designated will experience the change if the files in the default folder change. When revising files, keep the graphic size and type the same as the original file.

Controls Options


Permit Sound

You can either allow the use of sound during the introduction HTML and other HTML sequences or turn it off. This setting impacts the HTML files only, not the presentation files. If you wish to turn off the sound in the presentations, modify the PowerPoint presentation files.

Use Web Help

If clicked, AcroTrain will look to the designated web location for the AcroHelp files. Enter the URL to the root web folder where you've located the AcroHelp files.

Permit Instructor Mode

The instructor mode permits the user to access all course modules and topics without satisfying the prerequisites. It also has features that help in situations when using AcroTrain for classroom or group learning. During instructor mode, AcroTrain suspends data recording.

Set this feature off if you never plan to use instructor mode. Learners must enter a key combination and password to enter the instructor mode.

During course run time, enter the instructor mode from the Main Menu:

Press: CTRL, ALT, & SHIFT
Enter the password: LAG

You must leave the Main Menu page for the status change to take effect. In the instructor mode, AcroTrain stops recording learner data, and gives temporary credit as if you had completed all the topics as indicated by the stars on the topic menu.

The instructor mode also enables two additional question options:

To show the correct answer, press: ALT & N
To skip the question, press: ALT & S

You may also answer the question and receive feedback normally.

Audit Mode

The audit mode permits users to complete a course or an exam without using the normal login process. AcroTrain records the learner progress the same as with a logged in learner. However, most records will be deleted when the user exits. If the user exits a course or exam without completing it, partial progress data will be lost.

You may have AcroTrain warn auditors that they will not receive course completion credit. AcroTrain will not record course completion credit for auditors regardless of the notice option you choose.

To launch AcroTrain in the audit mode, Run the file "AcroTrain.Exe" with the command line including the desired course name followed by a space, then a hyphen and another space, then the word audit.

Format: [AcroTrain Folder]\AcroTrain.exe [Course short title] - audit

For example, to launch the AcroIntro course from an AcroTrain installation in your C:\AcroServices\AcroTrain folder, run the following command: C:\AcroServices\AcroTrain\AcroTrain.exe AcroIntro - audit.

AcroEdit and AcroAdmin also include buttons to permit developers to launch courses and exams in the audit mode.

WARNING - The audit mode is designed for only one learner per course when installed on a network. This is due to the temporary learner identification assignment by AcroTrain of '-.' If you must have multiple users auditing the same course simultaneously, use a short unique number for each user instead of the '-' in the command line. Ex. '...AcroIntro 1 audit' for auditor 1 and '...AcroIntro 2' audit for auditor 2.

AUTHORING TIP - Use the audit mode to review courses and exams without writing learner records and without using Login. Since Login isn't used, the copy-to-local feature will not function when using the audit mode. When using AcroEdit or AcroAdmin, course authors are able to launch their courses directly in the audit mode.

To create a simple program that you can launch from Windows Explorer with operating systems supporting batch file. Use Notepad to create a text file with the launch command. Preceding the command with 'Echo off' will prevent showing the command on the screen when launching the course. Save the file with the extension '.bat.'

Echo off
C:\AcroServices\AcroTrain\AcroFinal.exe Course 999 audit

Another way to launch to the audit mode is to enter the command after clicking Start and Run.

Copy Files to the Learner's Computer

Courses with large files such as movies that run from PowerPoint slides may give poor performance if the intranet has limited capability. AcroTrain can temporarily copy files to the learner's C drive to avoid such problems. The options are:

  1. Copy the executable and presentation files to the local C drive.
  2. Offer the learner the option to copy the executable and presentation files to the local C drive.
  3. Copy the executable files to the local C drive.
  4. Offer the learner the option to copy the executable files to the local C drive.
  5. Copy the presentation files to the local C drive.
  6. Offer the learner the option to copy the presentation files to the local C drive.

Course Options

Require an Access Code to Register

Each course must have an access code. The access code may be changed. If you wish to let the learner access this course without entering this code, then deselect this option.

Include an Exam with this Course

You may deselect this button for courses that never incorporate an exam. This will dim the 'Launch Exam' button on login and when the course is complete and there is no exam available.

NOTE: This setting is different than the 'Exam-only' course setting discussed above.

Present an Introduction When the Course Begins

You may customize the introduction screen(s) that learners see at run-time each time they launch the course. AcroTrain uses an HTML file to display the contents of the opening screen. You may modify the default 'intro HTML' file found in the HTML folder or create a new HTML file to use as the course introduction. You may have a media rich introduction to get your learners interested and motivated for their learning experience. This function is not available for exam only courses.

Certificate Options

AcroTrain has three certificate presentation options: none, present a certificate on screen that prints to the learner's default printer or present a course completion certificate on screen that uses a .rtf file that the learner can save. Both on screen options permit several customization options.

If the course has no exams incorporated with it, AcroTrain presents the view certificate option at the completion of the course. If the course has an exam associated with it, AcroTrain presents the certificate option after the learner passes the exam. Each course can have no certificate or a different certificate.

Use the AcroTrain Printable Certificate

This approach presents the learner's certificate on-screen. They have the opportunity to print the certificate using their default printer.

To control the text and text content enter lines and set the font using the Certificate text and appearance dialog. Sample text and settings are shown below:
Certificate line no. 4 - Certificate of Achievement
Font - Arial, 45 pt bold, centered
Certificate line no. 8 - Awarded to
Font - Arial, 18 pt. italic, centered
Certificate line no. 10 - ~FullName~
Font - Arial, 36 pt., centered
Certificate line no. 14 - For the successful completion of the course:
Font - Arial, 18 pt. italic, centered
Certificate line no. 17 - ~CourseName~
Font - Arial, 24 pt., centered
Certificate line no. 20 - On:
Font - Arial, 18 pt. Italic, centered
Certificate line no. 22 - ~Date~
Font - Arial, 18 pt., centered

The default font is black 14pt Veranda. You may use fonts and attributes that are available on the computers and printers your learners will use.

WARNING - Avoid highly decorative and special purpose fonts. They may not be available on the learner's computer at run time. A font will likely be substituted. However, spacing and overall certificate appearance may be significantly impacted. Fonts likely to be available on all learner's computers include Arial, Tahoma, Veranda and Times New Roman.

Right justified text is likely to appear differently on different systems. Thoroughly test certificates using right justification on the computers and printers to be used by learners.

The top of each text line is fixed regardless of the font size setting. Leave lines blank to avoid overlapping text.

Sample certificate

Keywords and Edit Comments

AcroTrain permits several dynamic text substitutions during course run time. To automatically insert variable data, include the keywords with the '~' preceding and following exactly as shown. Use the 'Edit Comments' button to access the comment editing function.

Key Word Text Resultant Text
~FullName~ Learner's first and last name
~CourseName~
 The Course long title
~AssessmentName~ The assessment name
~Date~ The current date from the learner's computer
~Company~ The 'CertCompany=' text from the course '.ini' file
~Comment~ The 'CertComment=' text from the course '.ini' file
~Comment2~ The 'CertComment2' text from the course '.ini' file

The certificate uses the '.jpg' graphic 'cert-background.jpg' for the certificate background and border. You may substitute your own 800 X 600 pixel graphic. All courses using this option share the same background graphic.

AUTHORING TIP - AcroTrain permits learners to return to a course assessment and print a certificate that was lost or failed to print properly. The date used for certificates is the date set on the learner's computer when the certificate is printed.

Use .rtf File

AcroTrain can open a course completion certificate using an .rtf file. Locate the .rtf file in the AcroTrain base folder. This is the same folder that contains the AcroTrain.exe file. Learners may save the rtf file with the added dynamic text. The file 'cert.rtf' is a generic certificate file as shown below. Note that the .rtf file may use the same keywords and dynamic text described above under 'Keywords and Edit Comments.' The .rtf file must be available when a learner completes a course. The learner can then print or save the file. Administrators may edit the sample rich text format (rtf) file to vary the content and appearance. Graphics are not and some .rtf features may not be supported. The certificate opens in the word processor designated for '.rft' files on the learner's computer.

Example:

~Comment~

This is to certify that on ~Date~

~FullName~

satisfactorily completed the e-Learning course

~CourseName~

~Company~
~Comment2~


Modules

You can either double click the course to reach the list of modules or click on a course once, then click on the 'Modules' button.

AUTHORING EXAMPLE - Modules are similar to chapters in a book and they relate directly to a major task that the learner must be able to perform. They call for terminal performance and consequently, should include an objective calling for terminal performance. When you put several modules together, you are putting together the major tasks associated with a job, duty or process.

For a Mechanic's course the task analysis yielded one job or process, potentially several duties and several task skills or knowledges. In this case, the duties of brakes, exhausts, transmission and engine diagnostics became the modules.

If you are creating separate courses for each duty, you should setup the libraries as discussed under 'Setting the Libraries Folder' above.

For example, your course name may be 'Auto Mechanic' and your modules might be 'Introduction to Auto Mechanics' & 'Automobile braking systems' or whatever may be appropriate for your program.

Add a Module

Each course must have at least one module. Click on the 'Add' button to add a module to the currently selected course. Enter a title for the added module title, and then press the return key. AcroTrain sets the module parameters to no prerequisites, no objectives and positioned as the last module. See modifying a module below to revise module settings.

AcroTrain assigns each module the next available sequential number. This number assignment changes when you change the module sequences or delete a module. When you change module sequence, AcroTrain renumbers the modules to agree with the new sequence. Displacing or deleting a module will cause all modules to 'fill in the gap' in module numbers.

HINT - AcroTrain builds modules 'on-the-fly' at run time. The topics assigned to the module and objectives will appear when the learner selects the module. If you add or delete a topic, it will automatically be included or excluded from the module topic list at run time.

If you add a topic after a learner completes the module with the added topic, or if the learner is completing the module when you make the addition, the learner will have module completion credit. Such learners can receive credit for completing the course without completing the added topic.

Deleting a Module

WARNING - Deleting a module permanently or just displacing it, has a major impact on courses. Prerequisites and topics relationships must be reestablished. Course exams will likely require rebuilding, If multiple courses use the same topic files, these other courses will also require extensive changes. If learners are partially through a course, they may have to retake the entire course to achieve an accurate course record.

You have two options when deleting a module: either delete the module permanently or displace the module. If you decide to delete a module permanently, you will not be able to recover it later. When a module is displaced, it will not be available in any program or utility. You can recover it by using the 'Recover displaced module' button after clicking on the 'Add' a new module button.


After deleting a module, you must reestablish prerequisites and topic relationships.

Use AcroEdit to reestablish prerequisites. Also check prerequisites for other modules to verify they agree with the new module assignments.

Topic relationships may be manually changed using Windows Explorer. The topic files are in the course text folder. Topics starting with '01' will appear with module 1 etc. If you permanently deleted a module, you may manually delete the associated topics. After you verify that you have the correct module to associate with the topic for all courses that use the topic, manually renumber topics to achieve the desired relationship between topics and modules. Course exams must be rebuilt following topic renumbering since the exams record the full topic number.

The learner records record the module number at the time the learner completes the module. Learner records for course may give credit for incorrect modules.

Modify a Module

Click on 'Edit Module Data' from the main module screen to access the module settings.


To edit the module name, click the 'Title' button or the title text.

  1. To change the module position relative to the other course modules, click in the open space between module titles on the list in the box on the right. Changing a module position changes the module's dynamically assigned number. See the important discussion in 'Deleting a Module' above about the impact of such changes on this and other courses.
  2. To edit module prerequisites, click the 'Prerequisites' button or the prerequisite text. Then click on the available modules in the left box. Selected prerequisites appear in the box on the right. To deselect a prerequisite, click in the box on the right to return it to the box on the left. After making changes, click the 'Done' button to save your changes and return to the Edit Module Data screen.
  3. Edit the module terminal performance objective(s) (TPOs) by clicking on the 'Objectives' button' or the objectives text. Click in one of the five boxes to add, edit or delete a TPO. When finished, click the "Done' button to save your changes and return to the 'Edit Module Data' screen.

Click the 'Continue to Topics' button after you have setup the module settings. The 'Continue to Topics' and 'Return' functions save your settings automatically. However, if you wish to save your settings and exit or go to the course authoring level, use the 'Save' button first. If you wish abandon your changes, branch to the beginning of the module or course authoring levels using the Authoring Levels task bar.


Topics

Just as a chapter in a book needs sections and pages of information, a module needs topics. After saving and continuing from the 'Edit Module Data' screen, the 'Topics' screen shown below appears with a list of available topics. You may select a topic, delete a topic, edit topic data or add a new topic.


Adding a Topic

Click the 'Add' button to add a topic to the currently selected module. You will have to provide a title/name and enter the topic data for your new topic. See modifying topic characteristics below when setting topic data.

Deleting a Topic

WARNING - Deleting a topic permanently or just displacing it, can have a major impact on courses. Prerequisites relationships must be verified. Course exams will likely require rebuilding, If multiple courses use the same topic files, these other courses will also require extensive changes. If learners are partially through a course, they may have to retake the entire course to achieve an accurate course record.

You have two options when deleting a topic. You may either delete the topic permanently or you may displace the topic for future use. If you decide to delete a topic permanently, you will not be able to recover it later. When a topic is displaced, it will not be available in any program or utility until you recover it. You can recover it by using the 'Recover' button on the main topic screen.


Modifying Topic Settings

Click on the 'Edit Topic Data' button to modify or edit the topic setting/options The screen illustrated below will appear.

  1. To edit the topic name, click the 'Title' button or the title text.
  2. To change the topic position click in the open space between the list of topics in the box on the right side of the screen.
  3. To edit topic prerequisites, click the 'Prereq's' button or the prerequisite text. Then click the available topics in the left box. When selected as a prerequisite, the topic moves to the box on the right. To deselect a topic as a prerequisite, click the topic that you want to deselect in the box on the right. After changes are made, click the 'Done' button to save your changes and return to the 'Edit Topic Data' screen.
  4. Click the 'PowerPoint file' button or in that screen area to launch a directory viewer. Select a PowerPoint file to use for the topic presentation. Use the 'Launch PowerPoint' button to launch PowerPoint and edit your topic presentation. You must save the topic presentation file in the course 'Presentations' folder.

AUTHORING TIP - When creating a new topic, save your PowerPoint file with the same name as the topic. This makes it easier to assure you correctly associate files.

  1. Click the 'AcroHelp file' button or in that screen area to launch a directory viewer. Select an HTML file to use as the on-line help for the current topic. Use the 'Launch Help' button to view your designated AcroHelp file using your default HTML viewer.

AUTHORING TIP- When creating a new topic, save your HTML file with the same name as the topic and the PowerPoint files previously created. This makes it easier to assure you correctly associate files.

Potential sources for help files include the PowerPoint slide speaker notes, a procedure, an industry standard or government regulatory guidance document and custom web pages. Inform your learners of the information available on your PowerPoint slides.

  1. Identify the topic as a 'Topic,' 'Sub-topic' or 'Sub-sub-topic' by clicking on the appropriate level on the 'Edit Topic Data' screen. This designation controls the indentation on the topic menu at run time.
  2. To edit the topic enabling objectives (EOs), click the 'Objectives' button' or the objectives text. Click in one of the five boxes to add, edit or delete an objective. When you are done adding and modifying the objectives, click the "Done' button to save the data and return to the 'Edit Topic Data' screen.

AUTHORING TIP - These objectives are used to map what the learner must be able to know or do as a result of completing the topic. When put together with all other EOs in a given module, the learner should be able to meet the condition, task and standard outlined in the module TPO.

Click the 'OK' button after you have set the topic settings to save the settings and continue to the selected topic's Questions page. The 'Apply,' 'Return' and 'OK' functions save your settings. "Apply' keeps you on the Edit Topic Data page, and 'Return' returns you to the Edit Moduyle Data page. Use the 'Cancel' button or Authoring Level taskbar to branch to a different level without saving.

Questions

After setting the topic data, click 'OK.' A list of questions and exercises will appear on the screen for the current topic. Click the 'Formative' or 'Summative' buttons to select formative questions that appear following the presentation or exam questions.

Using the Topic Exercise and Question Editor

When you enter the question authoring level, a list of the available formative questions for the topic appears. Click the 'Exam Questions' button to view the topic exam questions. Click a question once to select it. Click a second time or click the 'Edit Question' button to edit the question.

Click on the 'Add' button to add a question.

When adding a new question, you will have to provide a name or title for the question, make it formative or exam question and select the exercise type (i.e. multiple choice, matching, true/false, yes/no, or drag and drop etc…). After you add the question, set the question parameters shown below.

Multiple-Choice Questions

This guide will discuss multiple-choice questions in detail. Other question types share many of the parameters used with multiple-choice questions. The differences for each question type are discussed below.

At the Question editing screen you may revise the correct answer, layout, random choice, priority and relative point value settings. Click the desired correct answer, layout and random choice. Click and drag the priority and relative point value. See the chapter on 'Courseware Administration' for detailed information on creating exams that use the priority when generating random exams. The default for priority is 10 and relative point value is 1.

Only multiple-choice and short answer questions have more than one layout style. Layout style1 presents the choice boxes in two columns. Layout style 2 presents the choices in one column. See below for short answer style information.

If your multiple-choice question choices must be presented in the 'as entered' sequence, set 'Random Choices' to 'No.' With 'Random Choices' set to 'Yes,' AcroTrain will present the choices in a random sequence determined each time the question appears.

Toggle exam questions between encrypted and unencrypted status with the Toggle Encryption button.

To edit the question text fields from the question title through the feedback, click the text or the button.

AUTHORING TIP - A learning outcome is very useful in determining the level of cognition that you expect from the learner. Use this information when creating exams to determine which questions to select or give priority to for randomly generated exams.

    Question Feedback

    Question feedback for the correct answer and the incorrect answer will be the same for many courses. The AcroTrain e-Learning System permits you to establish two standard feedback statements for each feedback type. Revise the standard feedback statements, by entering the desired text, then clicking the arrow next to the text. To use the revised text for the current question feedback, click the desired standard text. You may 'cut and paste' feedback text from another application. Each feedback text entry can be up to 2000 characters long. The text scrolls in a box similar to the box used for editing. However, the editing box does not scroll. Use your keyboard arrow keys to view off screen text.

AUTHORING TIP - Keep in mind the question type when editing. Formative questions can be repeated and exam questions cannot. This means that the exam question's negative feedback will act the same as the formative question's final feedback. You may enter final feedback for exam questions; however, it will not be used.

Supplemental Information

Enter supplemental information for any question type to make the question or exercise scenario based. You must select an HTML file for the supplemental information. To include graphics and detailed text with a question or series of questions, create an HTML file with the desired data. Then click on the 'Supplemental Info' button to associate the HTML file with your question. The .html files must have the full 'html' extension. Some applications save HTML files with an '.htm' extension. Use Windows explorer to rename such file with the '.html' extension.

Tries Limit

The tries limit settings determines how many times a learner must attempt to answer a formative question before being offered the option to continue. The default value used at run time, if this is not set, is '1.' I.e., the learner can continue following an incorrect answer on the first attempt. Set this value to 'INF' to prevent learner advancement regardless of the number of attempts.

AUTHORING TIP - The general rule for the tries limit is that it should be set as low as will achieve effective learning. This will minimize learner frustration. Learner frustration can be very severe when the question had an incorrect answer designated by the course author, or the learner has a misunderstanding and continues to give the same incorrect answer. The recommended tries limit for questions with a binary answer such as true/false and yes/no questions is '1.' However, if you are using the review file feature, you may want to set this to '2.' This will force learners to view the review material at least one time before being permitted to continue. For multiple-choice questions a tries limit of 2 to no more than the number of choices is recommended. For short answer questions 2 or 3 is the recommended tries limit. For drag-and-drop and matching the learners experience negative feedback with the first and all subsequent incorrect responses. You may wish to use a higher tries limit for these two question types.

Occasionally a question may be used for documentation purposes. An example would be if you had made it clear that learners must do all work on their own, you may want to ask them to verify that they had done the work on their own. By setting the tries limit to 'INF,' learners would not be able to continue unless they gave the correct answer.

Carefully choose the words used for negative feedback to assure learners understand what to expect and how to successfully complete the question.

Use A, B, C ...?

Two backgrounds are provided for multiple-choice question choices. The default backgrounds include A, B, C, D and E to clearly label the choices. Click 'No' when your question needs an unlabeled background.

AUTHORING TIP - Use the unlabeled choices background when authoring survey questions that require a ranking response. For such questions you likely will also wish to click 'No' for Random Choices as well.

Review File

Formative questions may include a review file that branches the learner to the desired information when they incorrectly answer a formative question. The review file may be the presentation file for the topic, a different PowerPoint file or any executable file that will run on the learner's computer. Review files must be located in the course Presentation Folder. Click 'Show Files' to open the files selection box with the available files listed. All files in the presentations folder are listed since you may use .html, .avi, .exe and numerous other file types. Launching a PowerPoint review file will not rely on any learner programs or settings. Other file types may not run on all learner computer installations.

If the review file is a PowerPoint file, it will be displayed using the PowerPoint 2003 viewer. The will be a full screen display regardless of the course resize screen setting. You may designate a starting slide for PowerPoint files. If you have a long PowerPoint file. You may wish to advise learners with the negative feedback that they can click the Escape key to return to the question. For other executable files, you may add command line arguments.

Deleting a Question

You have two options when deleting an exercise. You may either delete the question permanently or you may displace the question for future use. If you decide to delete a question permanently, you will not be able to recover it later. When a question is displaced it will not be available in any program or utility until you recover it. You can recover it by using the 'Recover' button after clicking on the 'Add' a new question button.

WARNING - Topics questions must remain sequentially numbered. When you delete or displace a question, AcroTrain renumbers the remaining questions to fill the number gap. This can change the questions that appear in your exams, if you have fixed verses randomly generated exams. Also, question analysis will be affected if some learners have already answered a deleted or renumbered question. Using AcroAdmin, you can generate a course question report for the course before changes. Then use date filtering to generate a separate report for analysis following the question deletion.

Changing a Question Type

A Change Type button appears when you select an existing question. This may have the most use when importing questions that have no question type designated. Using the above chart, note that only those parameters that are common to both question types will be useable following conversion. Use AcroEdit to add needed parameters to your converted questions.

AUTHORING TIPS - AcroTrain run time responses to incomplete question data:

If the question field is blank, AcroTrain normally will skip the question at run time.

    True/False and Yes/No Questions

    True/False and Yes/No questions function like multiple-choice questions for shared parameters. The only difference is the correct answer indication is a True/False or Yes/No switch instead of a check box.

    Short Answer Questions

    Short answer questions function like multiple-choice questions for shared parameters. The short answer correct answer permits several variations on the correct answer. Different acceptable correct answers are separated by commas.

    To accept misspelled entries use the match percent scale. The percentage numbers are only to permit you to repeat the setting, the matching algorithm uses the relative value to accept only slight variations when set near 100% and to accept nearly any response when set near 0%. In addition, if the match percent is set to any value below 100%, some common misspellings such as 'y' for 'i' and 'ist' for 'est' will be applied to your correct answers when judging the learner response.

    For short answer questions layout style 1 limits the learner's response to 30 characters and evaluates the response against the the correct answer. Short answer layout style 2 permits up to 2000 character responses, but does no evaluation. Style 2 is intended for use with surveyS and assessments that collect data.

    Drag and Drop Questions

    Drag and Drop questions function like multiple-choice questions for the common parameters. Instead of choices, you will designate statements that appear on the left side that can be dragged to fixed positions on the right side.

    With formative questions, learners will receive feedback after each attempt. For exam questions, learners must drag all statements to the desired positions, then click 'Submit.' Before clicking 'Submit' learners may clear there choices without being penalized with an incorrect answer.

AUTHORING TIPS - AcroTrain run time responses to incomplete question data:

With drag and drop or matching questions, AcroTrain will ignore left side text fields that follow an empty field. Ex. If you have three items, they must be in fields 1, 2 and 3. Although the right fields may include empty fields, the total number of right fields used may not exceed the number of fields on the left. In the three left fields example, the right fields with data could be fields 1 and 3. However, if there is a right field four and no left field 4 the right field 4 target will not function. If you include more correct answers then left fields with data, the excessive correct answer data will be ignored at run time.

Include drag and drop and matching questions with your courses when the format efficiently measures the desired data. Also, use them for variety. They are particularly appealing to learners with a 'hands-on' learning style.

    Matching Questions

    Matching questions function like drag and drop questions except the right side and left side text is fixed and learners draw a line connecting the boxes to indicate the match.

    Adding Question Keywords

    AcroTrain question keywords permit custom assessments that utilize the keywords to develop custom reports that can give learners feedback based on their answers to related questions.

    After selecting an exam question, the keyword button becomes active. Each keyword must be separated by a comma. If you enter spaces, AcroTrain will remove the spaces. For example, if you enter 'word 1, word 2' The recorded keywords will be 'word1' and 'word2.'

    Import Questions from Another Topic File or a Text File

    Questions may be imported from other topics or external test files. When importing from another topic the AcroTrain required format will already exist. However, when importing from an external text file, format requirements must be met. The six different question types collectively have over 60 question parameters such as question title, question text, correct answer, positive feedback and revision number. No question type has all the parameters, and many parameters are optional. Each parameter has a unique keyword used to identify the parameter. The AcroTrain Question Parameters, Keywords and Types table shown below identify question parameter keywords and their use with the different question types.

    To import questions from a topic file, click the Import button from the question list menu and then browse to the desired topic file. When importing questions from an external file, follow the same procedure to locate the desired file.

    The files for importing questions must have the .txt file extension. From word processors such as Word or Word Perfect, use the 'save as' feature to save question files as .txt files. Saving a file as a .txt file removes special formatting features such as font, color, size, indents etc. AcroEdit sets these features at run time. When browsing to select a file, only text files will appear.

    The minimum requirement to define a question are a question section title in the format '[FormQuestionxx]' and text following the 'QuestionText=' keyword. (For Windows .ini file experts we recognize that the = sign is technically not part of the keyword. We will include it with the keyword to show the entire character set that must be used to indicate a question parameter.)

    Sample minimum entry for a question:
    [FormQuestion05]
    QuestionText=X

    AcroEdit would accept the above question since it meets the minimum requirements. Naturally, you would have to edit the question before using it in a course. However, the above data would hold a question position. Note that other question parameters are highly recommended. The question title is particularly important since the title appears when listing questions available for editing or importing into other topics.

    The section title is very critical to successful question importing. It must always appear; it must be either 'ExamQuestion' or 'FormQuestion' followed by a unique two-digit number; and it must be enclosed in square brackets, [ ]. If more than one question has the same section title, AcroEdit will only import the first question. An exam and a formative question may have the same number, but two exam questions must have different numbers. Include leading 0's for numbers 1 through 9. The lowest recognized number is '01,' and '99' is the highest. The numbers in question source files do not have to be in sequence, and gaps in the numbering sequence are permitted. AcroEdit will renumber questions to be in sequence and without gaps when you import them.

    When editing questions in a word processor, we suggest entering the following data for multiple-choice questions.

    [Exam(or Form)Questionxx]
    QuestionTitle=
    QuestionText=
    QuestionType=MC
    Objective=
    LearningOutcome=
    LayoutStyle=
    QuestionPriority=
    RelativePointValue=
    ChoiceA=
    ChoiceB=
    ChoiceC=
    ChoiceD=
    ChoiceE=
    CorrectAnswer=
    PosFeedback=
    NegFeedback=
    FinalFeedbabk=
    HintText=
    MoreText=

    You may use the above format and complete just those parameters that you wish to include with your question. AcroEdit will ignore keywords that have no data. Also, AcroEdit will ignore your data if the first character following a keyword equal sign is a space. Spaces are permitted for text entries such as questions and choices. However codes such as ''MC,' 'KT' and the words that are acceptable answers for short answer questions must be entered without spaces.

    Use the table and keyword listing below to develop similar standard formats for other question types.

AUTHORING HINTS -To convert existing questions you may find it easier to use a 'find and replace' approach instead of pasting the data into the keyword template. For example, use the 'find and replace' feature to replace 'A.(Tab)' with 'ChoiceA=.' After you import the questions, use AcroEdit to add the additional data. When importing questions you may exceed the recommended topic question size. To avoid this, limit total imported question count and total data for each question. See the corrupted question file detection section for additional information.

     

    Corrupted Question File Detection and Warnings When Recommended Question Counts Could be Exceeded
    Selected AcroTrain functions have a file size limit. AcroEdit may permit up to 99 formative and 99 exam questions per topic. However, we recommend 10 relatively long questions or 20 short combined formative and exam questions per topic. When you enter the question selection page, AcroEdit will give a warning if the selected topic file size exceeds 22000 bytes. The recommend maximum file size is 27000 bytes. Each question character adds approximately one byte to the file size.

    Warnings also appear when deleting a file. AcroEdit must renumber questions to avoid question number gaps. When the file size gets too large, AcroEdit is unable to perform this operation properly. File corruption may result. Although there are several warnings, you may still exceed the recommended question count limits. If you find you have corrupted your file, see the discussion below on manually checking and editing questions.

     

    AcroTrain Question Parameters, Keywords and Types

    Parameter Keyword

    MC

    TF

    YN

    SA

    DD

    MA

    Comment

    QuestionTitle=

    O

    O

    O

    O

    O

    O

    Highly recommended

    QuestionText=

    R

    R

    R

    R

    R

    R

    Required

    QuestionType=

    D

    1 or MC (Enter the number or 2-character upper-case abbreviation.)
    O

    2 or TF
    O

    3 or YN
    O

    4 or SA
    O

    5 or DD
    O

    6 or MA

    Objective=

    O

    O

    O

    O

    O

    O

    For future use

    LearningOutcome=

    O

    KT – Knows terms (Enter KT)
    O

    KF – Knows Facts
    O

    KP – Knows Procedures
    O

    AP – Applies Principles
    O

    CP – Comprehends Principles
    O

    Other

    LayoutStyle=

    D

    1 – Checkerboard choices
    O

    2 – Stacked choices

    QuestionPriority=

    O

    O

    O

    O

    O

    O

    0 – 10 (10 is default value)

    RelativePointValue=

    R

    R

    R

    R

    R

    R

    0 – 10 (1 is default value)

    ChoiceA=

    R

    ChoiceB=

    R

    ChoiceC=

    R

    ChoiceD=

    O

    ChoiceE=

    O

    CorrectAnswer=

    R

    R

    R

    R

    A, B, C, D, or E for MC | T or F for TF | Y or N for YN | short answer words separated by commas for SA

    PosFeedback=

    O

    O

    O

    O

    O

    O

    Learners may receive errors if blank

    NegFeedback=

    O

    O

    O

    O

    O

    O

    Learners may receive errors if blank

    FinalFeedbabk=

    O

    O

    O

    O

    O

    O

    Learners may receive errors if blank

    HintText=

    O

    O

    O

    O

    O

    O

    MoreText=

    O

    O

    O

    O

    O

    O

    RevisionNum=

    O

    O

    O

    O

    O

    O

    RevisionDate=

    O

    O

    O

    O

    O

    O

    RevisionTime=

    O

    O

    O

    O

    O

    O

    RevisionBy=

    O

    O

    O

    O

    O

    O

    RevisionComment=

    O

    O

    O

    O

    O

    O

    Encrypted=

    D

    D

    D

    D

    D

    D

    No – 0

    O

    O

    O

    O

    O

    O

    Yes – 1 This value must be set using AcroEdit.

    MatchPercent=

    		 R

    Whole number 1 – 100

    ObjectA=

    		 R

    ObjectB=

    		 R

    ObjectC=

    		 O

    Required if Position3 or 4 used

    ObjectD=

    		 O

    Required if Position4 used

    Position1=

    		 O

    At least two Positions required

    Position2=

    		 O

    At least two Positions required

    Position3=

    		 O

    At least two Positions required

    Position4=

    		 O

    At least two Positions required

    CorrectAnswerA=

    		 R

    CorrectAnswerB=

    		 R

    CorrectAnswerC=

    		 O

    Required if ObjectC used

    CorrectAnswerD=

    		 O

    Required if ObjectD used

    Left_text1=

    		 R

    Left_text2=

    		 R

    Left_text3=

    		 O

    Required if Right_Text3 or 4 used

    Left_text4=

    		 O

    Required if Right_Text4 used

    Right_text1=

    		 O

    At least two Right_Text required

    Right_text2=

    		 O

    At least two Right_Text required

    Right_text3=

    		 O

    At least two Right_Text required

    Right_text4=

    		 O

    At least two Right_Text required

    Ans_left1=

    		 R

    Ans_left2=

    		 R

    Ans_left3=

    		 O

    Required if Left_Text3 used

    Ans_left4=

    		 O

    Required if Left_Text4 used

    IEFile=

    O

    O

    O

    O

    O

    O

    Question supplemental .html file

    IEAnchor=

    O

    O

    O

    O

    O

    O

    Supplemental .html file anchor identifier

    IEOption=

    D

    D

    D

    D

    D

    D

    0 – Not used

    O

    O

    O

    O

    O

    O

    1 – Used

    IEText=

    D

    D

    D

    D

    D

    D

    Learner instructions – Default text is ‘Click here for supplemental information!’

    Random=

    O

    0 – No

    D

    1 – Yes

    Legend and notes:

    R - Required data. You must add this data using AcroEdit or include it with the imported question data.
    D - Default value. If not designated AcroTrain may use this value as the default value. Avoid reliance on defaults.
    O - Optional data

    Question Types:

    MC - Multiple Choice TF - True or False YN - Yes or No
    SA - Short Answer DD - Drag and Drop MA - Matching

    The 'Comment' column indicates the data. Codes must be entered exactly as shown. The descriptors following the hyphens must not be included. For Example, enter just the two upper-case letters 'KT' for LearningOutcome 'Knows Facts.'
    The QuestionType data may be either the single numeric digit or the two-letter designation. AcroEdit may change the QuestionType letter designation to the numeric designation.
    Some default values function only after editing an imported question.
    Initial encryption status must be omitted or 0. Change the encryption status using AcroEdit.
    Limit all parameters to one paragraph.

    Copy and paste this complete question parameter list into your word processor or text editing program, and then edit it to create a custom question template.

    Question Parameters:
    QuestionTitle=
    QuestionText=
    QuestionType=
    Objective=
    LearningOutcome=
    LayoutStyle=
    QuestionPriority=
    RelativePointValue=
    ChoiceA=
    ChoiceB=
    ChoiceC=
    ChoiceD=
    ChoiceE=
    CorrectAnswer=
    PosFeedback=
    NegFeedback=
    FinalFeedbabk=
    HintText=
    MoreText=
    RevisionNum=
    RevisionDate=
    RevisionTime=
    RevisionBy=
    RevisionComment=
    Encrypted=
    MatchPercent=
    ObjectA=
    ObjectB=
    ObjectC=
    ObjectD=
    Position1=
    Position2=
    Position3=
    Position4=
    CorrectAnswerA=
    CorrectAnswerB=
    CorrectAnswerC=
    CorrectAnswerD=
    Left_text1=
    Left_text2=
    Left_text3=
    Left_text4=
    Right_text1=
    Right_text2=
    Right_text3=
    Right_text4=
    Ans_left1=
    Ans_left2=
    Ans_left3=
    Ans_left4=
    IEFile=
    IEAnchor=
    IEOption=
    IEText=
    Random=

    Authoring survey questions

    The major differences between survey questions and other AcroTrain questions are the information recorded for surveys, the question feedback and the recommended format when authoring questions. AcroTrain surveys will record all question type responses except drag and drop and matching questions.

    Survey questions may be authored for 'Exam Only' courses and regular courses. If you wish to have several courses use the same questionnaire or you wish to administer questionnaires, use an 'Exam-Only' course. Survey questions must be authored as exam questions to receive the reporting and feedback suppression features reserved for surveys.

    1. Drag and drop and matching question results will not be recorded. Avoid these question types.
    2. Question feedback will not be used even if entered for the survey question.
    3. For short answer questions, use layout style 2. This style permits learners to enter up to 2,000 characters or approximately one page in response to the question versus the 30-character limit with layout style 1.
    4. Survey reports are developed only for exam questions. Formative survey questions may be used with a course, but the survey responses will be merged with the responses to other formative questions.
    5. Multiple-choice survey questions that ask responders for a ranking should have 'Random Choices?' set to 'No,' and 'Layout' set to '2.' Layout style 2 will list the choices from choice 1 down to the last choice. The survey report for multiple-choice questions will report the choice responder's choice with '1' being the top choice and the number of choices available. The report will also include the question and the full text for the responder's choice.
    6. You may enter additional question data such as the correct answer. However, AcroTrain will ignore such information.
    7. Note that learners cannot skip questions as they might do with a paper survey instrument. If you need a 'Not Applicable' option, use the multiple-choice format and include it as one of your choices. For example, if you ask a 'Yes/No' question, use three choices: 'Yes,' 'No' and 'Not Applicable.'


    NOTE: If you plan to use the survey only following other courses or exams, you may keep the course off the available courses list that learners see when they log in and register for courses. Use AcroEdit to check the course setting, 'Hidden Course,' to accomplish this. Learners can access hidden courses by entering the course access code should you have occasional need to launch the survey from the Login menu.


    Manually Checking and Editing Topic Files

    The AcroTrain course and topic files are Windows .ini files. The course file is in the AcroTrain root folder and has the .ini extension. The topic files are in the designated course text folder location, and they have a '.txt' extension. (In Windows Explorer you may have to change your options to view the file extensions. Select tools > Folder Options… > View > Uncheck 'Hide file extensions for known file types.')

    Typically double-clicking the '.ini' and '.txt' files will open them for editing in Notepad. This is the recommended file editing program. If the files open in another program such as Word, you must always save the file as a text file and you must verify that the program does not change or add to the file extension.

    WARNING: Editing topic files may produce unexpected results. A error in just one character can produce fatal errors. Always make a backup before editing a file and test your course thoroughly after editing files. Also, AcroEdit includes error checking for some data entries and provides guidance on character limits. Naturally these functions are not available if you manually edit a Topic file. We recommend you limit manual editing to situations that cannot be corrected with AcroEdit such as corrupted files.
    Ini file sections are designated by section titles enclosed in [ ] brackets. Note that the [TopicInfo] section includes your topic settings, names and objectives. The exam question have [ExamQuestionxx] as their section title. The two-digit number in the section title is the AcroEdit assigned question number. That number preceded by the three-digit topic number and a hyphen form the question number that appears on screen at run time. Formative questions have [FormQuestinxx] as their section title.

    Checking Dependent Course Files

    Select the 'File Check' button from the Course Page to identify, printout and verify that the course files exist. At the Course Dependent File Checking page select 'Print' to print the listed files. Selecting 'Check' produces a list of files that were not found in the expected locations. Use the 'Back' button to return to the previous course file list or screen. The file check and list functions identify the files that have been formally linked to the course using AcroEdit. You may have additional files associated with courses such as external movie and sound files associated with a PowerPoint presentation or graphics needed for an HTML file.


 

 



Chapter 3 - AcroTrain Administration

Use the'Admin'utility to perform administrative functions for learner records, course information, generating exams or assessments and generating reports.

Using AcroAdmin

Upon launching the 'Admin' utility, you have four options from the main menu: 'Learner Management,' 'Generate Exams,' 'Create Reports' and 'View Comments.'

Viewing Learner Records and Editing Registration

To view learner records and edit their course registration, click the 'Learner Management' button; then select learners from a list or sort them by the course for which they are registered. After selecting a learner, the 'Learner Records' screen appears and allows you to view course information and to:

      1. Select a new learner

      2. Edit learner password

      3. Add/Edit/Delete learners and learner data

        a. Add learners
        b.         Import learners from an existing database
        c.         Delete learners
        d.         Edit learner data
        e.         Register learners for courses
        f.         Add external course information for learners

      4. Remove exams and assessments that the learner has taken

      5. Remove exam, assessment and course records

      6. Generate learner reports and

      7. Select another learner.

     

    WARNING - Exercise caution when removing exam, assessment and course records. A 'safe' approach is to temporarily suspend use of the AcroTrain system, then make a backup copy of your entire records folder. After deleting records, verify that only the correct records were deleted before returning the system to service. The 'Remove Records' function includes copying the removed files to the folder RcdDel in a subfolder structure that matches the records structure. The RcdDel folder is a subfolder off the AcroTrain root folder. If there is a need to restore the deleted records, they may be manually copied to the records folder.

    Removing course records has no affect on the learner's course registration status. Use AcroAdmin if you wish to de-register the learner for the course or have the learner de-register himself or herself.

     

     

     

    1. To select a different learner, use the 'Select Learner' button. You will be asked to select the learner either by a learners list or by the course in which they are registered.

    2. To edit a learner's password, use the 'Edit Learner Password' button. Then edit the password in the dialog box that appears and press 'ENTER' when finished.

    3. To launch the Course Administrative tool, click 'Add/Edit/Delete.' See the Course Administrative Tool information below.

    4. To delete a learner exam record click 'Remove Exams.'

    5. Click 'Remove Records' to delete course records. The course records include the exam and assessment records for the course.

    6. Click 'Generate Learner Report' to view and print the learner summary and course data reports.

    Course Administrative Tool

    The Course Administrative Tool provides several added learner management functions. Click the 'Add/Edit/Delete' button on the AcroAdmin Learner Management screens.


    Add Learners
    Clicking 'Add Learners' takes you to the 'Adding user's information' screen. Complete the required, and if desired, optional learner information.


    Import Learners from an Existing Database

    You may import existing learner data to log learners into the AcroTrain system. Supported formats are '.csv' and '.txt' files. The delimiter must be either tabs or commas. AcroTrain treats the first line in the file as a header line.

    Example:

UserName, Password, ID, FirstName, LastName, Email, Dept
JOEB, joeb, 1111, Joe, Banannas, joeb@abc.com, Produce
Sally1, 139754, 243987945, Sally, Jones, sallyf@abc.com, Bakery

Since this example uses commas as the delimiter, the actual file must exclude the tabs and have either a '.csv' or '.txt' file extension. Without the tabs, the above file appears as:

UserName,Password,ID,FirstName,LastName,Email,Dept
JOEB,joeb,1111,Joe,Banannas,joeb@abc.com,Produce
Sally1,139754,243987945,Sally,Jones,sallyf@abc.com,Bakery

The data format must agree with restrictions in effect for the login data files. Punctuation other than hyphens may cause unexpected results. Learners are prohibited from using punctuation if they edit their data. Excessively long entries will be truncated and may cause errors. Unsupported formats may cause errors. You may find it helpful to first edit your data in a program such as Excel to limit the data to the needed information. Them save the file as a comma delimited or tab delimited file. Include only those data columns that you will actually import in your file.

To import learners:

  1. From the Course administrative Tool screen click 'Import Learners… .'
  2. Browse to locate your 'csv' or '.txt' file. Set the delimiter in the upper right region of the screen to indicate the delimiter.
  3. Follow the three-step import process:
    1. Click 'Analyze file.' This loads the header information on the top left panel and the AcroTrain standard headers on the lower left panel. Drag the headers from your file to match the desired AcroTrain header. Use all headers from your imported file to avoid load errors.
    2. Click Find learners.' This loads the learners and their associated data to the standard AcroTrain columns in the large panel on the right. You may highlight and delete undesired records. Drag the header column separators to revise column sizes. Double click the right separator to expand the column to the width of the longest data entry.
    3. Click 'Run import.' This imports the learner data. The import function will prompt for duplicate usernames. The username must be unique, and learners may not change their username. Learners may edit the other learner information.
      Click the exit X in the upper left-hand corner to return to the Add Learner screen. Here you may select learners and register them for courses.

Delete Learners

To delete learners, click the box to the left of the learners to be deleted, then right click one of the learners. Select 'Delete learners' from the drop down menu. When prompted to confirm your desire to delete a learner, a 'Yes' response will delete the learner records and registration.

Edit Learner Data

To edit learner data, click the box to the left of the learner to be edited, then right click the learner. Select 'Edit learner data …' from the drop down menu. See 'Add Learners' above for the edit learner data screen.

Register and Un-register Learners for Courses

To register learners for courses, click the box to the left of the learner to be edited, and then click the 'Register Learner(s)' button. At the Available Course screen, click courses and learners to indicate the desired registrations or un-registerations.


Add External Course Information for Learners

Use AcroAdmin to keep instructor-led course records and records for other courses that do not use AcroTrain. Independently record course completion status and exam records.

  1. Select Learners
    Click the box to the left of one or more learners, then right-click one of the selected learners. Select 'Add instructor-led course info….' From the drop down menu.
    NOTE: The course information entered will be the same for all learners selected as a group. Exam information can vary for each learner as it's entered.

  2. Enter course information:
    NOTE: If only entering exam information, leave all course fields blank and proceed to item 3, 'Enter exam information.'
    1. Enter the course date by editing the indicated date or using the drop down calendar. Edit the time information.
    2. Use the drop down menu to select the course.
    3. Add desired course comments.
    4. Indicate the status.
    5. Click 'Save course data for all learners.'
    6. Reenter data to replace the learner course record. (This action replaces the complete course record, but not exam records.)

  3. Enter exam information:
    1. Select a learner to add exam information.
    2. Select the course from the drop down menu.
    3. Select the exam from the drop down menu, or add the exam name.
    4. Enter the exam date by editing the indicated exam date or using the drop down calendar. Edit the time information.
    5. Enter the score.
    6. Click 'Record this score' to temporarily store and display the learner exam information.
    7. Continue to select learners and enter scores.
    8. Click 'Save all data' to save the exam information for all learners.
    9. Reenter data to replace the learner exam information. This action replaces the exam record, but not course records.

Creating and Generating Assessments

AcroTrain permits numerous assessment options: surveys, pre-test and summative exams that follow courses, modules or topics. Six different report options and several review options permit you to customize an assessment if desired. In addition to preesnting the assessment questions you may include custom information with each assesment to present before the learner starts the assessment and after they complete it. You may keep it simple and add the special features when needed .

The three steps to create an exam are definition, question selection and close options. The Assessment Definintion page permits setting most exam parameters such as the name, number of questions, type, run time options and reports. Question parameters provides a question table of specifications and options to control priorities for randomly generated assessments. If assessments will use fixed questions verses rendomly generated question lists, the question selection process follows Assessment Definition. Assessment close options include running custom programs to update existing learner record systems, record data for easy administrator monitoring and present certificates.

To create or generate an assessment, click the 'Generate Exams' button; you will be asked to select a course for the exam. After selecting a course, the Assessment Definition page appears.

This page includes the required Assessment Data setting function. It also features various options such as compound assessments, paper exams, surveys, run-time options, learner directions settings, reports, review options and partial course credit settings.

Saving Assessment Settings

Click 'Apply' to save the current assessment settings. Click 'OK' to save the current assessemtn settings and proceed to the Assessment Question Specifications page. Use the 'Clear' button to abandon changes and reset the page to the default settings on page load.

Deleting an Assessment

For assessents that have been saved, click the 'Delete' button to delete the assessment file. Once deleted the fle will no longer be accessible.

Modifying Existing Assessments

Click the 'Select' button to open an existing exam. This feature takes you to the exam summary page. When modifying an existing exam, this and the several following pages will offer a 'Skip' button. Use this button to proceed to the next function without changing the existing exam.

Assessment Data

Assessments must have a name, an access code and a number of questions setting. Non-survey exams must have a minimum passing score set as well. Click the 'Set Data' button in the Assessment Data section to set or revise these parameters. Your exam name is also the file name that stores your assessment. The assessment file will include the '.txt' file extension. The 1 to 12 character assessment access code is an alpha-numeric, non-case-sensitive word. Each exam for the selected course must have a unique name and a unique access code. Exams for different courses may have the same exam name and access code.

AcroAdmin determines the number of questions by checking the topic files. Set the number of questions at or below this number. The minimum score may be set to the desired whole number percentage value of up to 100. For surveys, the minimum score setting will not be used.

Compound Assessments

You may create custom assessment experiences for learners with the compound assessment function. Uses include survey assessments that follow exams and multiple sequential partial credit exams. Use the 'Select' button to first select a course for the compound assessment to follow the current assessment. This can be the same course as the course for the current assessment. Next, you will selct the desired assessment from the assessment list for the selected course.

As learners take assessments that follow the fist assessment, they will be taken directly to the assessment initial screen. They will not need to enter an access code. With compound assessments, the permitting multiple sessions setting is ignored.

Authoring Hint - AcroTrain does not limit the number of sequential assessments. When using the Client-Host function AcroTrain will have to transfer all courses associated with the compound exams to the client system.

Assessment Features

Paper Assessments

AcroAdmin permits printing or saving paper exams as .txt files. AcroAdmin may randomly generate a paper exam or you may select the questions to include in your paper exam. AcroTrain provides exams suitable for learner assessments and exam answer keys that include your final feedback for each question.

WARNING - Learners have access to the text folder where AcroTrain places your paper exam files. Exam questions in the files are decrypted. Move paper exams files to a secure location.

Surveys

Check the 'Make this a survey' box if the questions to be asked in your assessment are to collect date verses evaluate a learner's knowledge.

  1. AcroTrain will not display reports even if selected since they are not intended to show survey results. A single page appears when responders complete a survey.
  2. Exam question feedback will be suppressed for all survey assessments. It is not necessary to check this option.
  3. AcroTrain will not give credit even if your exam settings include a course to credit.
  4. Any value shown for minimum passing will not apply for a survey assessment.
  5. Add questions to your assessment as with regular exams.
  6. If you use the summary report feature with a survey, AcroTrain does not calculate or report an overall score.

AUTHORING TIPS - If you plan to use one survey repeatedly following a course, set the assessment to 'Permit retakes' and 'Keep retakes silent.' These settings will automatically overwrite the assessment record that gets stored with the survey course. This record is not needed since the survey record also gets stored with each course results file. Use AcroEdit to select the survey to follow a course.

Use the compound assessment feature to concatonate the survey to the course assessment. AcroFinal will automatically launch the survey after the learner completes the assessment reports.

To launch a survey following a course

Permit Retakes

Use 'Permit retakes' for assessments that learners will be permitted to retake without communicating with the administrator. If 'Keep retakes silent' is checked, learners will not be notified that they are about to overwrite their assessment record.

AUTHORING TIP- If you wish to retain course assessment records, and also permit learners to retake an assessment, then you should have multiple assessments for the course. These could be the same assessment, but with a different name and access code.

Suppress Question Feedback

The default AcroTrain exam question presents feedback immediately following each question. This can efficiently provide positive feedback for learners who answer correctly and remediation for those who answer incorrectly. To provide immediate feedback, take no action.

To suppress feedback following exam questions, click the 'Suppress exam question feedback' checkbox. An alternative to immediate respose feedback is to require each missed question to be reviewed following the assessment. See the 'Question Reviews' discussion below.

Multiple Session Assessments

By default AcroTrain exams must be finished once started. Check the 'Permit multiple sessions' box if you wish to permit learners to exit during an exam and later return to the question they were on when they left. This option is not permitted with compound assessments.

Intro File

A html file may be presented when learners launch an assessment. Click 'Select' and select the desired html file from the available list. The html file must be in the course presentations folder. Clear the intro file if you do not wish to include an intro with the assessment.

Assessment Directions

Check 'Show directions' to include a directions page before starting the assessmetn questions. Click 'Edit Directions' to revise the text that apears on this page.

Assessment Summary Report

The assessment summary report is one of several available reports to present to learners wen they complete the assessment. As noted in the example below, you may include custom comments on this assessment summary page. Click 'Edit Reports' to revise the text that appears with this report.

Assessment Final Page

The assessment final page is a minimal information report that includes the learner's name and a non-scrolling text box for your custom comments. You may select a file that the learners can print from this page. The file to print must be located in the course presentations folder. The file may be any file that the learners will be able to print.

Question Reviews

Each assessment can have question review options set.

Partial Course Credit Assessment Settings

AcroTrain provides several options for awarding partial course credit based on assessment results. You may award credit based on the score on questions from each course module; the overall assessment score; or the score for designated keywords. The advance credit may be for designated modules or with the overall evaluation option for individual or multiple topics. Also, the course credited can be a different course than the course providing the assessment questions. There are several options available to present results to learners upon assessment completion.

When AcroTrain gives credit for a module, it also gives credit for the modules topics. When learners initially launch or return to the course, they will see the indication that they have already completed the modules and topics for which they earned partial credit. Taking such items will be optional. If a learner earns credit for all regular modules and the credited course includes the automatically generated review module, they will be able to satisfy the review module requirements by clicking on the review module after they launch the course.

Reporting options when evaluating assessments for partial credit, include the standard overall results report, a modules credited summary report and a detailed module level results report. In addition for assessment keyword evaluation verification purposes, AcroTrain can include a questions correct and incorrect report with assessment details.

When testing assessment partial crediting, take the assessments as a registered learner to permit crediting verification. Individuals who 'audit' courses do not capture or record the data needed to accomplish partial crediting.

Selecting a Course to Credit on Assessment Completion

The three methods for giving partial course credit will use the course designated through the 'Select course to credit if learner passes' button.

Evaluate Score for each Module

AcroTrain will evaluate the correctly and incorrectly answered questions based on the question module number. I.e., all questions from Module 01 will be evaluated against the designated passing score criteria. If the Module 01 percentage correct meets or exceeds the passing score, credit for Module 01 will be awarded.

This evaluation approach supports fixed or randomly generated exams. If there are no questions for a particular module, the learner will not receive credit for that module. With a randomly generated exam, a module may receive credit based on the result of only one question. To assure valid assessments, fixed exams may provide better assurance of valid results. Learners receive credit for the modules as well as the module topics.

AcroTrain includes several report options for use with module-based assessments. The Modules Credit report identifies the modules that the learner will receive credit for.

A variation of this report is the report for learners who will receive no credit for a module since they did not meet your minimum requirements. The report format is the same, but the custom message is for use just when learners fail the assessment.

A module detailed report is also available.

As shown, this report includes the percent and number of questions correct for each module, the module title, and if credit was awarded.

Evaluate Overall Exam Score

The overall exam score refers to the percentage correct answers for all assessment questions. AcroTrain awards credit to topics and modules based on the selections entered when generating the exam. To give different credits based on assessment outcomes requires different assessments. The different assessments could be concatenated onto the first assessment using the compound assessments feature described above.

Evaluate Using Keywords

Evaluating assessment results using keywords permits developers to design focused assessments with modules being credited based on objectives or other elements. Exam questions can have keywords assigned. The keyword can be an objective number, module number or other word to differentiate the knowledge and abilities that the assessments must measure. The assessment identifies which keyword(s) to evaluate and what score to use to determine if a module should receive credit.

The AcroTrain keyword evaluation approach is to check each correctly answered question keyword against the keywords designated for each module. If a match is found, AcroTrain increments the correct answer count and advances to the next question. After evaluating the correctly answered questions, AcroTrain uses the same approach to evaluate the incorrectly answered questions. Since questions may have more than one keyword, and modules may be evaluated against the same keyword as another module, the total number of questions evaluated may exceed the total number of questions. Also, if a question does not have any of the keywords designated for the modules, this can result in fewer questions than the total of all assessment questions being used to determine partial credit awards.

To verify that AcroTrain interprets assessment results as intended, temporarily turn on the 'Show question report' option. This report gets appended to the module detailed report. See the 'Keywords Question Report' below for additional information.

Exam partial credit entries must identify the module to credit, the keyword(s) to evaluate and the minimum passing score. The multiple parameters require multiple delimiters to separate the entries, Colons separate entries for different modules, commas separate the module number, keyword group and passing score and semi-colons separate the different keywords within the keyword group. Spaces will be deleted from entries. Clicking the 'Accept' button records your entry in the exam file and displays the keyword list.

Suggested steps to use keyword evaluation

  1. Launch AcroEdit
  2. Create an 'exam only' course or select the course with thedesired questions.
  3. Create the needed questions and add the desired keywords to the questions.
  4. Launch AcroAdmin.
  5. Create an exam for the course.
  6. Select the desired course to credit.
  7. Select the 'Evaluate using keywords' partial credit option.
  8. Enter the modules, keywords and passing scores for the evaluation.
  9. Select the desired report options.
  10. Enter other exam functions such as number of questions, fixed or random etc.
  11. Save, then test the exam.

Sample keywords report.

Keyword Question Report

Check the 'Show question report' box to the right of the 'Show Keywords Report' to receive a report that includes detailed question data to assist troubleshooting assessments with keywords. The report is not intended for presentation to learners. It is provided for advanced users that may have a desire to evaluate the 'behind the sceens' data that determines how keywords are evaluated. At run time, AcroFinal will append the question report to the Module Detailed Report.

In the example shown below the question report starts with the line "---CORRECTLY ANSWERED KEYWORDS REPORT---." The module number, topic number and question number for each correctly answered question follows. For example, question 01-020-02 is from Module 01, Topic 020 and question 02. The report follows this correctly answered question list with a four digit number, the credited module number, the question number and the question keyword that matched a keyword group keyword. The four digit number are:

  1. The keyword group number. In this example it happens to be the same as the module number. If you created three keygroups using AcroAdmin, the report will first report group one correctly answered question data then proceed to the second group, followed by the third group. The report wil then show the results for incorrectly answered questions.
  2. The second number is the sequential question number based on the question's position in the correctly answered questions list.
  3. The third number indicates the position of the matched keyword in the question keywords list.
  4. The fourth number indicates the position of the matched keyword in the keyword group.

For the example shown, keyword group 1 was "01,Skill1;Skill2;Skill3,80," keygroup 2 was "02,Objective1-2;Objective2-3,75" and the Question 01-020-01 keywords were "Skill1,Objective1-2,Skill2."

The report numbers 1-3-1-1 tells us that for keyword group 1, the third correctly answered question's first keyword matched the first keyword in keyword group 1. Notice that question 3 does not appear again for keyword group 1 since AcroFinal considers the first group match only. However, question 3 appears again with keyword group 2 since the second question keyword, Objective 1-2, matched the first group 2 keyword.

Assessment Question Specifications

The Assessment Question Specifcations presents a table of specifications for your course questions and provides an opportunity to set topic priority and revise question priority. The priority settings are for use with randomly generated assessments. Click on a topic to revise its priority or to view the topic questin list. Click on a question to revise its priority.

AcroAdmin stores your topic priority settings in the exam file. However, the question priority is stored with the topic file. This means that the question priority will be the same for all assessments if more than one assessment uses the question.

Assessment Types

The AcroTrain system provides several options for generating assessments:

  1. Let AcroFinal randomly generate the question list at run time
    This option uses the topic and question priorities to generate the question list when learners launch the assessment. The total available question count should be two times the assessment question total to avoid excessive delays in generating the question list at run time. To determine the approximate assessment question list generation time on a computer like your computer, use the 'Generate Random Question Now' button and note the time delay.
  2. Randomly generate a question list and insert it into the assessment file
    Use this option to generate a question list that will be inserted into the assessment file or to test the random generation function. The total available question count should be two times the assessment question total to avoid excessive delays in generating the question list.
  3. Select the question list
    Clicking the 'Select Questions Explicity' button will present a screen listing the available question and their titles. Click on question to add them to the assessment question list. If a question has no title entered, a portion of the question will be substituted for the title.
  4. Use all available questions
    This option provides a quick method to create an assessment that includes all available questions.

Assessment Close Options

In addition to the various reporting options with assessments you can run a custom program, append the completion data to a results summary file and present a completion certificate.

Run a Program on Assessment Completion

Run a program on assessment completion to pass exam completion data to an external application. AcroFinal will launch the selected program and pass several variables for use in the external application.

Place the '.exe' program in the root AcroTrain folder with the AcroTrain.exe program, then launch AcroAdmin and go to the last exam setting page show below to designate the program to run on exam completion. After the learner completes the exam, AcroFinal will run the designated program with the following command line:

<File Location>\<Designated Program> UserName,Student_Name,EmployeeNumber,RecordsDir,SettingsFile,StudentDir, StudentFile,CourseFile,ShortTitle,LibrariesDir,Exam,Lesson_Status,Score,ExamName,StudentDirNo,First,Middle,Last, Dept,Email,Other

<File Location> is the root AcroTrain folder.

The Available Data table in the Summary Report on Exam Completion section below gives the description for most variables that AcroFinal passes to your external application. The undocumented variables are the locations for the records directory and other files used for custom advanced data collection programs and the exam that is normally the same as the exam name. Contact AcroServices for information on collecting additional data.

To view the data passed by an exam, select the program 'ExamDate.exe.' This program is intended only for use when testing and programming custom applications.

The default status is no external file generated.

Assessment Certificates

Each assessment can include a custom certificate that is availabe to learners when they view assessment reports. To define a certificate click the certificate 'Settings' button on the Assessment close page. Follow the same certificate definition process as with a course certificate. If AcroFinal encounters both a course certificate and an assessment certificate, the assessment certificate will be used.

Summary Report on Exam Completion

The suggested use for the external file is a single readily accessible source for the course exam record. This file opens in, or can be imported into, Microsoft Excel and numerous other programs that recognize the comma separated variable format with a header. Administrators may transfer the results to other programs after reviewing the data, and then delete the file. Or, the file may remain and continue to collect learner data. This data is in addition to the other summary and detailed records available for review with AcroAdmin.

Set the summary report parameters from AcroAdmin's last exam setting page shown below. AcroFinal, the AcroTrain e-Learning System exam run time executable file, will generate a comma separated variable (.csv) file in the folder you designate. The file includes a header line and you may define custom file content. With each exam completion, AcroFinal appends the file with one data line. For many Windows installations, opening a '.csv' file with Windows Explorer, or a shortcut, opens the file in Microsoft Excel.

AUTHORING TIP - When viewing the summary report file in applications such as Excel, avoid saving any changes made while in the application, or save the file in '.csv' format.

Available Data:

Variable Name Description
UserName One word UserName used for AcroTrain login
Student_Name Full learner name
EmployeeNumber Learner's employee number
Lesson_Status P - passed or F- failed exam completion status
ShortTitle The course short title
Date The learner's computer system date
Score
The percent correct
ExamName The exam name
StudentDirNo

The AcroTrain assigned learner number used for learner records
First

First name
Middle Middle name or initial
Last Last name
Dept

Department
Email

E-mail
Other

Other learner data

 

 
 

 

If you desire to have AcroFinal generate the summary report as learners finish the exam, you must designate the summary report file location. AcroFinal will create the designated folder if it isn't found. The default file name is the course short title followed by '.csv.'

Specify the desired external file location by browsing to the desired file folder. If you wish to locate the file relative to the AcroTrain location, click 'Relative.' With the relative designation, AcroFinal will place the report in the subfolder 'AcroFinal.' Learners must have 'write' rights to the designated folder.

After setting the results folder, click 'Set Results File' to select the results file from the '.csv' files or to enter a new file name.

WARNING - The external file can easily be read and revised by anyone with access to the folder. We recommend that you limit learner access to this folder to write rights only. Keep in mind that learners must have read rights to most AcroTrain folders. Locating this file in the 'records' or 'library' subfolders, or any file containing other learner records, may interfere with AcroTrain functions.

Customizing the summary report content:

You may change the summary report information content and information sequence. If you do not designate a custom variables and constants list and file header, the default list and header will be the above variables from the Available Data table. The variables and constants list tells AcroFinal what data to include and in what sequence to store it. The file header list tells AcroFinal what to call the data. Naturally there must be a one-to-one relationship between the two lists.

  1. To control the data included in each line of the summary report file, enter the words for the desired variables, separated by commas, in the summary report variables and constants list box. The commas separate the columns that will appear in your report. Variables must be entered exactly as they appear in the above Available Data table. To enter a constant, such as a comment or alternate exam name, enter the desired text instead of the variable. The text for each variable or constant must be one word. Use '_' to connect characters. Avoid characters such as spaces and commas, and be aware that other characters may have special interpretations when another program receives your data.

  2. The file header designates the names to use for each column in your summary report. The sequence and total number of columns must be the same as the sequence and total number of variables and constants in your list. However, you may have different column names. Avoid characters such as spaces and commas, and be aware that other characters may have special interpretations when another program receives your data.

Example:

Summary report variables and constants list :

Date,Student_Name,EmployeeNumber,Exam-123

Header:

Date,Full Name,Number,Exam

This example summary report file will contain the date in the first column, the learner's name in the second column, the learner's employee number in the third column and the constant, Exam-123, in the fourth column.

 

Copy summary report formats:

AUTHORING TIP - If you have multiple exams for a single course, use the same file location to merge the results from the various exams. Also use the same header and variables and constants list to avoid a mismatch. You may have all exams write to the same file if desired.

If you wish to use the same custom format for multiple exams, click the 'Copy' button, and then browse to the exam with the desired format. Exam files are located in the Exam subfolder off the course Text folder. The exam file name is the exam name with a '.txt. extension.

Error messages:

Learners will receive error messages if AcroFinal is unable to create the desired results folder or if the write attempt indicated a failure to write to the external file. Other system error messages may result.

WARNING - If the external file is open, learners will receive an error message, and their data will not be entered. If you must view the file when learners may need to write records, make a copy, then view the copy.

If learners receive an error message, AcroFinal will attempt to append the file after they close the error message box. Usually, AcroFinal will make three attempts to append the external file. If the conflict gets resolved before the learners continue, this assures their exam data is included with the summary report. The third attempt to write data may not produce an error message.

Auditing Assessments

Click the 'Audit' button to launch assessments for the selected course. See Audit Mode for additional information.

Creating Reports

The 'Create Report' buttons permits administrators to access summary results, detailed question data and detailed settings for a course. After clicking the 'Create Reports' button, select the desired course. From the reports page you may continue to the Pass/Fail Report page, the Question Report page or define the desired settings report.

Report options include on-screen viewing, printing and exporting to a file. With long reports, the on-screen report may be trunctated. Use the external file option to assure you have the complete report. The exported report file format varies depending on the report. Most can easily be imported into Excel or Access.

Course Settings Reports

After selecting your course, select the modules and topics that you wish to include in the report. Set the fields desired to limit your report content. The Course Settings Report is exported as a html file. The following fields may be included in a report:

General Fields

  1. Records Folder
  2. The login type
  3. The 'Copy to Local' setting

Course Fields

  1. Course long title
  2. Course short title
  3. Libraries Folder
  4. The 'Use Resize' setting
  5. The 'Use Intros' setting
  6. The 'Use Review' setting
  7. The 'Use Workshop' setting
  8. The 'Cover Background' setting
  9. The course access code
  10. The Background Family being used for the course
  11. The 'Help Type' setting
  12. The 'Light/Dark Text' setting
  13. The 'Show Objectives' setting
  14. The name of the intro.HTML file

Module Fields

  1. Module position
  2. Module prerequisite list
  3. Module objectives

Topics Fields

  1. Topic long name
  2. Topic short name
  3. Topic position
  4. Topic prerequisite list
  5. Topic level
  6. Topic objectives
  7. PowerPoint file name
  8. AcroHelp file name

Question Fields

  1. Question title
  2. Question type
  3. Question text
  4. Learning outcome
  5. Question priority
  6. Choices
  7. Correct answer
  8. Revision information
  9. Hint/More text
  10. Feedback text

Use the toggle all fields and toggle the field buttons group to rapidly make your selections. After you click done, click the 'Generate Report' button at the next screen to generate your report. Many reports take several minutes or more to generate.

To generate a report for a specific learner, see the section early in this chapter on viewing learner records and editing registration.

WARNING - On the maximum permitted length for on screen reports may be exceeded without notice. View the external reports to assure you have the complete data.

Pass/fail and Question Reports

AcroAdmin includes several on screen and export to files report options. These reports are generated on demand and in addition to the optional external file discussed above. External files are in HTML format. Import them into Excel or Access to perform additional statistical analyses and related functions.

WARNING - On the maximum permitted length for on screen reports may be exceeded without notice. View the external reports to assure you have the complete data.

Pass/Fail Report

The Pass/Fail report summarizes assessment results for the selected course. You have the option to limit the report to a particular assessment or view the results for all assessments.

Question Report

Question reports provide detailed learner question response data: assessment, question number, random sequence, response, correct response etc. Filter the report generator to control the question type, assessment, date range or department. Question reports are exported in a '.csv' format. On many systems, double-clicking the file with Windows Exploreer will opoen the file in Excel.


 

 

 

 

Appendix A - Settings Matrix

 

 

 

AcroTrain Settings Matrix

Settings
Global
Course
Level
Module
Level
Topic
Level
Question
Level
Default
Login
X
-
-
-
--
Use Name
Only
Copy-to-Local
X
-
-
-
--
No
Records Folder
X
-
v-
---
--
Use
Relative
Path
Access Code
-
X
--
--
--
User's Choice
Resize Screen
-
X
--
--
--
Yes
Cover Desktop
with Black
--
X
-
-
-
Yes
Exam Only Course
--
X
-
-
-
No
Include Exam
--
X
-
-
--
Yes
Use Introduction
--
X
-
-
-
No
Use Review
--
X
-
-
-
Yes
Use Sound
--
X
-
-
-
No
Use Access Code
--
X
-
-
-
No
Help Format
--
X
-
-
-
External
Text
--
X
-
-
-
Light
Libraries
Folder
--
X
---
-
-
User's Choice
Other folders
--
X
-
-
-
Relative
Allow Instructor
Mode
--
X
-
-
-
Yes
Use
Certificate
--
X
-
-
-
No
Dim Objective
Button
--
X
-
--
-
No
Show
Objectives
--
X
-
-
-
Yes
Course Type
--
X
-
-
-
User' choice
Omit
Instructions
--
X
-
-
-
No
Use web Help
--
X
-
-
-
No
Include
Workshop
--
X
--
-
-
No
Permit Audit
Mode
--
X
--
-
-
Yes
Background
Graphics
--
X
-
-
-
Default
Menu
Position
--
-
X
X
-
Order
Entered
Prerequisites
--
-
X
X
-
None
Topic Level
--
-
-
X
-
Topic
Learner Outcome
--
-
-
-
X
Other
Question Priority
-
-
-
-
X
10
Point Value
-
-
-
-
X
1
Layout
-
-
-
-
X
1
Encrypt
-
-
-
-
X
No
Settings
Program
Level
Course
Level
Module
Level
Topic
Level
Question
Level
Default

 

 

Appendix B - Troubleshooting and Errors

Anyone who works with computers soon learns that occasionally things don't function as expected. AcroTrain includes several features to avoid problems and others to resolve problems when they occur. Also, the AcroTrain e-Learning System includes the File Check and Log functions to assist troubleshooting problems.

AUTHORING TIPS -To avoid errors always use AcroEdit and AcroAdmin to create and revise course data and the system configuration. The AcroTrain files use an 'open' approach; experts may find it convenient to modify these files using a text editor instead of the intended AcroTrain program. This is acceptable for some functions. However, some changes, such as deleting learners from the student.txt file can cause major system malfunctions.

Whatever approach you use for editing, always test courses and changes thoroughly before putting them into service.

Warnings During Run Time

Learners may encounter error messages when taking lessons. These errors may be from the Windows operating system or from AcroTrain. The general approach used with AcroTrain learner messages is to provide information that will permit the learner to resolve the issue or to advise them to seek assistance from their administrator. Many error messages include important information that will permit you to resolve the issue or identify the issue if you need to contact AcroServices' technical support.

One example of an error situation is when writing the learner records to a common file following exam completion. If the file is open when the program attempts to write to the record, the error message shown below appears. If the administrator is able to resolve the open file issue, the learner can click 'OK' and their exam completion record will be written as expected.

When you encounter error messages, record the entire message and the message title. If you are unable to resolve the error contact AcroServices for support. Doing a screen capture and e-mailing the message can be helpful.

Warnings When Files Are Not Writeable or File Writing Failed

AcroEdit checks the program settings, course and topic files to verify that they are not set to read only when users attempt to change settings. Additional error checking also will check some attempts to write to a file to verify that the action was successful. If you receive a message indicating that a file is not writeable, generally you will be able to keep AcroEdit running with the message displayed while you resolve the issue.

If a file is copied from a CD-ROM or across a network, it may be set to 'read-only' status. Other possible situations that can block file saving by AcroEdit are: a lack of write rights, and the file is open by another application. To change the 'read-only' status, use Windows Explorer, and then, right-click the file > Properties > uncheck Read-Only. If you suspect you lack write rights, see your network administrator. If another application has opened the file, close the file in the other application. After correcting the file error condition, return to AcroEdit and click the message box to proceed. Some error boxes will reappear several times to provide multiple opportunities to resolve a conflict without loosing data.

File Check

Use the File Check function to verify that files identified for your courses exist in the expected folders. Access this function from the AcroEdit course selection menu. Clicking the File Check button produces a list of dependent files for the selected course.

WARNING - Only file dependencies that are part of the AcroTrain e-Learning established dependencies will appear in this list. For example, if your PowerPoint file 'depends' on external files such as movies or sound files, they will not be listed or considered by AcroTrain when checking files.

Clicking 'Check' after listing the dependent files will initiate a check for each dependent file. AcroTrain will list the missing files.

Log

The Log function records system events, selected errors encountered as learners take courses and exams and information about the learner's computer such as process speed and operating system. It may be helpful to troubleshoot timing related issues, evaluate the speed advantages of different installations and obtain additional data if a learner reports an error.

 

APPENDIX C - TUTORIAL

Create Your Own AcroTrain Course Tutorial

Use these instructions to create your own course using the presentation and help files supplied for this tutorial. You can then modify the supplied files to add your own content or create a course using your own files. See the Administrator's Guide for detailed instructions.

A. Using AcroEdit, create a course.

    1. Launch AcroEdit - Course Builder and Editor. (Launch AcroEdit using Windows Start > Programs > AcroServices > AcroEdit - Demo.)
    2. Type 'admin,' or the designated password, and then press 'ENTER;' enter your name; and then continue to the course authoring screen.
    3. At the 'Course' authoring screen, click the 'Add' button. Follow the on-screen instructions for entering the course information. Use whatever course title and access code you wish. This is a 'Regular' course. Remember the access code or deselect it below. AcroTrain will list the new course on the 'Course' authoring screen.
    4. At the 'Course' authoring screen, click the 'Course Settings' button.
    5. At the 'Course Settings' screen, click the 'Setup Directories…' button.
    6. At the Directories Setting Screen, click the 'Default' button and answer 'Yes' to move the .html files.
    7. Record the default Presentations directory information.
    8. Click 'OK' and answer 'Yes' and 'OK' as AcroTrain creates your course directories.

B. Relocate the PowerPoint presentation files.

Leave AcroEdit running and using My Computer or Windows Explorer move the files 'Tutorial - Topic1.ppt through Tutorial -Topic5.ppt' from the Libraries\Presentations subfolder of the AcroTrain installation to your just created course Presentations directory, the Libraries\[Course short title]\Presentations subfolder. The complete path to the presentation files usually is C:\Program Files\AcroServices\AcroTrain_4.0_Demo\Libraries\Presentations. However, a different location may have been set during your AcroTrain demo installation.

C. Add a module, topics and questions to your course.

    1. Return to AcroEdit and Click 'Continue to Modules.'
    2. At the 'Module' authoring level screen, click the 'Add' button and follow the on-screen instructions. When you finish, the module will be listed on the 'Module' authoring screen.
    3. Click the 'Edit Module Data' button. Add objective(s); modify the module data; or simply click the 'Continue to Topics' button.

D. Add topics and questions to your course

    1. At the 'Topic' authoring level screen, click the 'Add' button. Follow the on-screen instructions and enter the topic information. When you finish, your topic will be listed on the 'Topic' authoring screen.
    2. Click the 'Edit Topic Data' button.
    3. Click 'PowerPoint® File;' highlight 'Tutorial-Topic 1.ppt;' and then click 'OK.' (The files moved in section B above will appear in the selection box.)
    4. Click 'AcroHelp™ File;' highlight 'Tutorial-Topic 1.html;' and then click 'OK.'
    5. Click 'Continue.'

      You may enter formative and summative exercises for the topic. Learners complete formative exercises after each topic presentation during the training. Use summative exercises to generate exams and assessments. See the Administrator's Guide for detailed information on exercises and exams.

      Click the word 'Topic' in the Authoring Level box to return to the topic level. Repeat section D four more times to add your second through fifth topics.

After you finish entering topics and exercises, click the 'X' in the upper right corner and exit the program, launch 'Log in' (Windows Start > Programs > AcroServices > Login - Demo) to register for and view your course.

 

A Final Note

AcroServices will continue to improve this e-Learning system to meet the many diverse needs of our users. Most of our updates and improvements can be attributed to direct feedback from users. Your feedback is expected and welcome.

Please send your comments to:
L.A. Grime & Associates, Inc., AcroServices
860 Sandalwood Road West
Perrysburg, OH 43551
Phone: 419.872.9999
acro@acroservices.com