VETtrak Ready LMS (powered by aNewSpring) Integration

VETtrak has the ability to integrate with an external LMS system - such as the aNewSpring - Learning Enhancement Platform.

Setting up the Ready LMS integration for your VETtrak

To add an LMS Integration to your VETtrak system, navigate to the Configuration Manager by pressing either the quick-launch Cog icon, or expanding the Manage menu and selecting Configuration:

Right-click on the LMS Integrations heading, and select Add LMS Integration:

This will display the LMS Integration Configuration Wizard:

In this area, enter the following information:

1. Enter 'Ready LMS' in the Name field, followed by a Code.
2. In the LMS Product dropdown menu, select Ready LMS (formally aNewSpring).

All the other options within this area should default to standard settings.

Press Next.

This will display the Configure LMS connection area:

Within this wizard, you will need to enter the API Key retrieved from Ready LMS.

You will also need to indicate if you're using Ready LMS Essentials, using the checkbox. 

While accessing your Ready LMS instance, within the Settings area, locate the API key details:

This information needs to be entered into the API key area:

You can then press the Test Connection button.

If the settings are correct, you should see a message like the following:

Within this area, there are additional tabs across the top of the window to access further configuration options.

If you select the Settings tab, it will display the following:

Within this window, you can configure specific notification email options.

There is also an option to select for a specific Enrolment Status to be assigned to an enrolment in VETtrak upon completing the course within Ready LMS.

If you are a Hosted VETtrak Customer, and select the Webhook tab, it will display the following:

This webhook configuration can be utilised to allow Ready LMS to send information directly to VETtrak each time an activity or course is completed.

This allows VETtrak to automatically record a corresponding result, or populate the QA Manager with incoming information for approval (if configured).

For more information, please see this aNewSpring Help Resource: A simple explanation about Webhooks

If you select the Staff Types tab, it will display the following:

This area will configure what attached Staff Members (by Staff Type) will be populated within Ready LMS as instructors when an occurrence is linked to Ready LMS or an enrolment is transferred.

The next page of the wizard is dedicated to Unit Result Mapping.

The purpose of this area is to synchronise what Result types within VETtrak represent the unit outcomes present within the LMS.

In this area, configure the following information:

1. In the grid area, ensure that the LMS Outcomes are matched with VETtrak Result Types that suit your needs.
2. In the bottom-left, configure the Months in future that your result end dates will be populated as when the unit is started within the LMS.
3. Finally, in the bottom-right, select what Delivery Strategy is to be entered for units actioned within the LMS.

With this configured, Press the Next button to display the Task Activity Mapping:

As Ready LMS can also track Task Activity and return it to VETtrak, within this area you can select what Task statuses will be used to reflect this activity, using the drop down selections in this area.

Alternatively, untick these options if you do not wish for this information to be tracked/submitted.

With this configured, Press the Next button.

The wizard will display the Finish screen.

Linking a VETtrak Occurrence to Ready LMS Course

You can quickly and easily link an Occurrence to an Ready LMS course within the Programme Manager. To do this, you can right-click via both the Details node for an Occurrence:

Or the Enrolments node for an Occurrence:

The act of linking an occurrence to Ready LMS  makes use of a wizard titled the Transfer Occurrence to Ready LMS (formally aNewSpring) Course Wizard:

This area displays the Occurrence ID and the generic course information including dates.

Select your Ready LMS integration to prompt a check for any existing course details within Ready LMS.

This will cause the wizard to update:

A warning may display if this Occurrence does not initially detect a course with a matching External ID.

There are two specific ways to establish a link to a Course within Ready LMS:

• If the course already exists within Ready LMS, you can set the External ID for that course to the Occurrence IDshown within this window. (Press the 'copy' button next to the displayed occurrence ID and navigate to Ready LMS to do so)
  • Editing the Settings for an Ready LMS course will allow you to view Advanced Settings, where you can then enter the External ID:
    
    
    
• If the course does not already exist within Ready LMS, you can press the Create course in Ready LMS button to action that a new course is to be created, using the selected Ready LMS template listed in this are. (Ready LMS templates are created/managed within Ready LMS and will attempt to match existing External ID's that reference Programme Codes).
  • You can enter a unique Name for new course in Ready LMS to easily track the newly created course.
  • You can then enter a unique Title for a new course in Ready LMS that will be visible to students.

Completing either of these set ups will provide access to the main configuration of the Link Occurrence to Ready LMS Course Wizard:

Within the main grid of this wizard, you can now map the Ready LMS Activity options for this course to the linked Units and Tasks of the VETtrak Occurrence (or vice versa, by toggling the tab above the grid).

These Activity items represent the learning items that are to be managed within Ready LMS, and can be amended/toggled/configured within the Ready LMS environment.

Once an Occurrence is linked in this way, VETtrak/Ready LMS will attempt to keep parity of information across both platforms – such as dates, etc.

You can now Transfer enrolments to Ready LMS (formally aNewSpring) by right-clicking on the Enrolment Heading:

This will display the Transfer Occurrence Enrolments to Ready LMS (formally aNewSpring) Wizard:

Within this area you can quickly view and select the clients you wish to transfer to the Ready LMS course.

The status column on the left-hand side will display if a client cannot be transferred. Click on the coloured box for more information.

Pressing Transfer will send this information to Ready LMS - Creating a student profile if one did not already exist for the person, and populating the details into the target Ready LMS course.

A message like follows will display with the results of the transfer:

Once a Client/Enrolment is linked in this way, VETtrak/Ready LMS will attempt to keep parity of information across both platforms – such as dates, statuses, etc.

Transferring Results from Ready LMS

You can transfer results for a specific occurrence by right-clicking on the Enrolments heading and selecting Transfer results from Ready LMS (formally aNewSpring):

This will display the Transfer Results wizard:

Pressing Download will retrieve any Results or Course completions from Ready LMS:

You can also bulk/generically retrieve results from Ready LMS by navigating to the Utility menu and selecting LMS Integration followed by Transfer results from Ready LMS (formally aNewSpring):

This will display the Transfer Results from Ready LMS (formally aNewSpring) Wizard:

Press the Download button to retrieve Results.

Within this area you can review the results that are to be downloaded, with information displaying for the Ready LMS activities that are associated with them.

The Status area on the right hand side will change colours to denote any Warnings or Errors that may be present in the retrieved data.

Pressing Save will process the results into VETtrak.

Log into Ready LMS from VETtrak

Once you have successfully configured Ready LMS within your VETtrak software, you can prompt a log in to the system from under the Utility menu, by selecting LMS Integration followed by Log into Ready LMS (formally aNewSpring):

This will prompt a Single sign-on (SSO) procedure that will attempt to sign into Ready LMS by seeking the external ID of the VETtrak user to an existing record within Ready LMS that corresponds to it.

The wizard that appears will first check for the Ready LMS user account:

If the match account is found, a Login button will become available:

Pressing this button will prompt the wizard to complete the procedure:

A web browser will then open, displaying the Ready LMS instance.

Single Sign on can also be used by students using the VETtrak Student Portal. 

If a student has an enrolment linked to an Ready LMS course, they will see a link to access the Ready LMS course on the dashboard of their Student Portal. 

Clicking this link, will log the student into Ready LMS, and direct them to the Ready LMS course.

*This feature is not available with Ready LMS Essentials.