Training Item Revisions

If you revise training content, such as a procedure or a WBT, you can document the change and retrain the learners who have been trained on the previous version.

There are two ways of tracking these changes:

Revisions - Used for changes which are significant and for which you want to retrain learners immediately.

Edit Numbers - Used for changes which are not significant and you want only the new learners, or the existing learners at their next refresher training, to be trained on the new version.

In either case, your changes are documented on the training item form and the learner records reflect the revision and/or edit number of the training item. The minimum system code needed to perform this task is Division Admin or Division Author.

How to Create a Revision

Follow these steps when you want learners who have completed an older version of the training item to be retrained on the new version.

Step

Action

1

Select Curriculum > Training Items > (Organization level, if shown) or Author > Training Items from the LMS module menu.

2

If you have access to multiple divisions or companies, select the division or company where the training item is located.

3

Find and select the Training Item.

4

Select the Revisions tab.

5

Select .

Result: The new revision screen is displayed. The title defaults to the old title plus the new revision number. The due date defaults to 30 days from today.

6

Change the default Title and/or Due Date, if desired.

7

Enter Notes to document why the training item is being revised.

8

If this training item is type DOC, PRC or CBT, the URL field shows the location of the content of the last version on your network. If you have a new location for the revised content, select Browse and update the URL.

Note: If the last version is uploaded to Frontline server (URL begins with "/CourseLibrary/...."), do not update the URL here. You can update the URL of the revision from the training item details.

9

If this training item is a WBT and you plan to create a new lesson, check Create New Lesson.

Result: A new lesson name with the new revision number is displayed which is an exact copy of the existing lesson. If you have already created a new lesson, type in the new lesson title exactly.

Note: Remember to make your planned changes to the new lesson.

10

If you are revising the test, check Create New Test.

Result: A new test name with the new revision number is displayed which is an exact copy of the existing test. If you have already created a new test, type in the new test title exactly.

Note: Remember to make your planned changes to the new test.

11

Select .

Results:

  • The revision is created and assigned to learners who have the old version in their history records.

  • The old version of the training item, along with the old lesson and test, if any, are made inactive.

A revision log is displayed with this information:

  • New and previous training item

  • Learners who have been directly assigned the new training item

  • The skillsets to which the new training item has been added

  • Due date

  • New and previous lesson, if any

  • New and previous test, if any

  • Depending on the e-mail configuration in their divisions, Frontline will e-mail learners about the assignment of the revised training item.

 

How to Delete a Revision

Follow these steps to delete a revision.

Step

Action

1

Select Curriculum > Training Items > (Organization level, if shown) or Author > Training Items from the LMS module menu.

2

If you have access to multiple divisions or companies, select the division or company where the training item is located.

3

Find and select the original Training Item, not the revision.

4

Select the Revisions tab.

5

Select the latest revision.

6

Select .

7

Enter Notes to document why you are deleting the revision and click OK to confirm the deletion.

Results:

  • The revision is deleted and the assignments are removed from learners' curriculums.

  • The original version of the training item, or the previous revision, along with the old lesson and test, if any, are made active and assigned to learners with the original due date.
 

How to Create an Edit Number

Create an edit number when you want to change the training content but do not want to retrain people who have already been trained. Only new learners and existing learners at their next refresher training are trained on the changed content. Their training records will reflect the edit number. Use this table to create an edit number.

If you are changing...

Then follow these steps to create an edit number...

a DOC, PRC or CBT training item
  1. Select Curriculum > Training Items from the LMS module menu and select the training item.
  2. Change the URL if the revised document or content is in a different location.
  3. Select the Change link next to the Edit Number field.
  4. Enter Comments.
  5. Select OK.

Result: The edit number is automatically incremented in the training item.

a WBT lesson

  1. Select Author > Lessons from the LMS module menu.

  2. Select the lesson and select .

  3. Select the Change Edit Number link near the top of the Lesson Layout.

  4. Enter Comments.

  5. Select OK.

Result: The edit number is automatically incremented in the attached training item.

a test
  1. Select Author > Tests from the LMS module menu.
  2. Select the test and select .
  3. Click the Change Edit Number link near the top of the Test Layout.
  4. Enter Comments.
  5. Select OK.

Result: The edit number is automatically incremented in all attached training items.

all other training items
  1. Select Curriculum > Training Items from the LMS module menu and select the training item.
  2. Select the Change link next to the Edit Number field.
  3. Enter Comments.
  4. Select OK.

Result: The edit number is automatically incremented in the training item.