Program completion editor

The program completion editor provides Site Administrators (or other users with the totara/program:editcompletion capability) a flexible way to manage a user's progress in a program.

Features of the editor include:

• A list of all users who are (or were) assigned to a program

• The ability to manually make changes to the current completion record of a user

• Validation of a user's current and historical records, with information stating any issues and how they can be resolved

• The ability to view, add, edit or delete program history for users, even if they are no longer assigned

• A full audit trail of all changes to a user's program completion records

• A checker which can identify any program records that contain problems

• Automated fixes which can be triggered to fix discovered issues

Enabling the editor

The completion editor is turned off by default, however it can be enabled by going to Quick-access menu > Configure features > Learn settings (admin/settings.php?section=advancedfeatures_learn) and enabling (checking) the Enable program completion editor option.

Once enabled, the Completion tab will be made available to to users with the totara/program:editcompletion capability (Site Administrators only by default) when editing a program and allow them to edit current and historical completion records.

Using the editor

To access the editor, first locate and edit the program you want to check, then select the Completion tab.

Completion list

The completion list is an embedded report source and the primary purpose of this report is to provide an interface with a list of users who are currently (and were previously) assigned.

Each user has a status and a link to edit completion records. Clicking the link under Edit completion records will take you to the completion editor for that user, which includes the current completion editor, completion history editor and the transactions log. Above the completion list there is a link to check completions for problems, which can be used to find all records with an invalid state for the given program or certification.

Custom reports can also be created in the report builder using the Program membership report sources.

Edit completion records

To edit the completion records for a specific user, click Edit completion records in the completion list.

Current completion record

This section contains the user's current completion record, if they are currently assigned. The editor is controlled primarily by the state in the Status dropdown list. Changing the state will determine the form fields which can be edited. Other fields may not be editable, but will be changed automatically to be consistent with the newly selected state.

To edit a user’s completion record for the program:

1. From the user’s Completion records page, use the dropdown to change the Status (this is the status as it appears in the Record of Learning: Programs report):

   • Program complete

   • Program incomplete

2. Set the Due date and Completion date as required (you can select to disable the Due date if it is not applicable, i.e. you are updating the record to Program complete).

3. Click Save changes.

Completion history

This section shows completion history. Here you can add, edit and delete historical records.

Transactions

This section shows a list of all transactions that have occurred which relate to the user. This technical information can be used by Site Administrators and developers to assist with troubleshooting.

It includes:

• Events that naturally occur during the program, such as completing the program

• Manual changes made to the current or historical completion records using this editor

• Changes to the program settings, such as the active period (this type of change might not directly affect a user's completion records, but the fact of the change might be relevant, so is included in this log)

• Changes caused by program completion uploads, or triggered indirectly by course completion uploads

• Automated fixes which were applied

Troubleshooting: Updating program completion when activity completion status changes

When changing completion for an activity from complete to incomplete, the program completion may continue to show as complete, and is not affected by the amended activity completion. You may also need to update program completions in the following scenarios:

• Human-error issues

You can use the program completion editor to manually edit program completion dates for individual users. Course and program completion reaggregation is currently not expected to automatically change states from complete to any other incomplete status.