The LLN Integration feature allows VETtrak to push students or prospective students to an LLN system (in this case the LLN Robot system), and then download and save LLN Assessment information as students complete their assessments.
All LLN Assessments can be used included ACSF3, ACSF4 and ACSF short course, Vet Student Loans and optional Course Ready Assessments.
Accessing LLN Integration feature
The VETtrak LLN Integration feature is a feature by request. If you would like to integration your LLN System with VETtrak please contact your Customer Success Manager. Integration functionality is available on all subscription tiers.
Creating the integration
Once you have the LLN Integration feature enabled, you will need to update your Registration Key to see the functionality it will be necessary to update your registration key. This is typically done on opening VETtrak, but of no one has logged in recently it may be necessary to update your Registration key in enable the key in File->Global Preferences->Registration Key->Update key automatically:
Once updated VETtrak will require you to log out and log in again.
Enabling access to the feature
Access to LLN Integration functionality is controlled through VETtrak Security. By default the LLN Integration add-on is enabled for the VETtrak default role as shown below:
If your organisation has custom roles, you may need to specifically add access for these items in each Role to enable access to the feature.
Configuration of the Integration
The integration is configured from the Configuration Manager->Learning, Literacy and Numeracy node. Expand the node and right click on on the LLN Integration item:
Choose the Add LLN Integration option to initiate the LLN Integration Configuration Wizard.
LLN Configuration Step 1
Provide a name for the integration (mandatory) and a Code (optional).
Choose the system you wish to configure an integration for, LLN Robot. Note you may only configure one integration instance for each LLN integration product.
Enter the LLN Robot API authentication key. You can find this once the API has been enabled on your LLN Robot instance in the Settings -> API & SMS integrations page.
Important - Keep this Authentication key secure. If you think it has been compromised, ask LLN Robot to create a new one and update VETtrak with the new key.
Send invite from LLN Robot - We recommend that this is enabled, and when enabled LLN Assessment invitations will be sent directly from LLN Robot to the student. Note you might also review the settings in LLN Robot to make sure invites perform as expected. In LLN Robot navigate to Manage System Settings ->Quiz Settings and configure as required:
Download learner summary report with results - If selected the Learner Summary report will be downloaded and saved as a document against the client LLN Assessment record. The Summary Report is a summary of the student's summary of skill results.
Download learner report with results - if selected a Course Report will also be downloaded at the time of recording the result, provided that a Course has been set of the LLN Invite screen.
Once the LLN Robot URL and API authentication key have been added, click on Test Connection and once connection has been achieved a Information dialog confirming success will be displayed:
LLN Configuration Step 3
The next step in the wizard is designed to allow default values to be assigned to items like Staff and Statuses. These values typically get assigned to an LLN Result when the LLN Invitation is sent, or when Results are downloaded from the integration product.
Default staff - these will be applied to any new LLN invitation created and are used to manage access to LLN records in the VETtrak Trainer portal.
Assessment status on result - This allow a default status to be assigned to any new LLN Results imported from the integration product.
Click on Next to continue.
Click on Finish to complete the setup.
Sometimes things may not go as expected. To assist our support team we have created some API call logging functionality to enable capturing of information that can be passed onto our support team, for troubleshooting.
Firstly, navigate to Configuration Manager-> LLN Integrations menu and choose Turn on LLN API logging:
A prompt will be displayed to let the user know LLN API logging has been enabled.
Now that is enabled, any calls made to the LLN system will logged in memory while you are logged into VETtrak. These records will be lost as soon as you do exit VETtrak.
Lets say you have connection issues, enter the Configuration Manager and Test connection. The API information will be logged. If its result downloading that is causing the problem, attet to do that process.
When recording the issue is complete, return to the Configuration Manager-> LLN Integrations menu and choose view LLN LLN API log:
to display a Log of LLN API calls:
Users can save the file or copy and paste the information into an email to be sent to our Support Centre for further analysis.
Note all confidential API details will be obfuscated.
Creating an LLN Robot record
The first task that need to be completed is to create an LLN Robot record. This will apply even if you have already created the invite from the LLN Robot interface manually.
To create an LLN Robot record open the Client Manager, navigate to the Client record and right click on the Learning, literacy and numeracy assessments node and choose Create LLN Robot invite...
This will display the LLN Robot Create Candidate wizard:
On opening the wizard, VETtrak will immediately check against the LLN Robot system to see if this VETtrak client record matches an existing LLN Robot record. If a potential match is found, a dialog will be presented asking if the record should be linked:
On answering Yes, any completed assessments will be added to the client record and results recorded.
NOTE: email addresses are case sensitive in LLN Robot, so Test@Test.com is not the same as test@test,com. VETtrak is only able to search by the email address saved in VETtrak, if you are having trouble matching an existing client record, check how it has been entered in both systems.
If there is no matching LLN Robot record the wizard will be presented on screen for details to be completed:
In order to create an LLN Robot invitation, the following information is required:
Client Surname (Given name and Other name is optional)
VETtrak Client Code
If any of that information is missing, VETtrak will prompt with what information is required. Use the handy button to edit either the Client wizard or the Client personal wizard as required to update fields.
LLN Integration field will be defaulted and not required unless there are multiple LLN integrations configured.
Assigned Assessment - this will be the assessment the student is required to keep. Note if a student is required to complete an LLN Assessment and a Course Ready assessment, choose the LLN relevant assessment here, and tick Include course ready assessment. LLN Robot assessments include:
Course Ready (optional)
Vet Student Loans
ACSF 3 Short Course
Send invite from LLN Robot (recommended) - when this is selected the student will be sent an invitation to complete the LLN Assessment directly by LLN Robot.
Include course ready assessment - when selected any invitation crated on behalf of this student will also include the Course Ready assessment on the same invite. This will be disabled if the Assigned assessment was set to Course Ready.
Course for learner report (LLN Report) x`- this is a list of the LLN Robot courses - when a Course is selected and the configuration preference Download learner report with results, a Learner report will automatically be downloaded from LLN Robot and saved in VETtrak for this course, at the time the Results are downloaded.
Once all information has been provided, click on Next to progress. Click on Finish to commence creating the LLN Robot invitation:
On successful completion VETtrak will close the LLN Robot Create candidate wizard and display the new LLN Robot details under the Learning. literacy and numeracy assessments node:
Editing an LLN Robot invitation
Once created an LLN Robot record is not updatable. If the student has missed their invitation email, it is possible to recover the invitation links directly from VETtrak.
From the Client Manager, navigate to the client record, locate and expand to Learning Literacy and numeracy assessments node to reveal the LLN Robot node, right click on that and choose Edit LLN Robot invite...
VETtrak will display any existing invitation links that were created, these can be copied and pasted into emails etc.
GET LLN Assessment results
Results can be be downloaded from the LLN Robot system in one of two ways.
Access from the individual client, by right clicking on the LLN Robot Client Record under the Learning literacy and numeracy assessments node and selecting Download LLN Robot assessment results...:
Alternatively there is a bulk utility on the Utility -> LLN Integration ->Download LLN Robot results...
LLN Robot - Get Results Wizard
The LLN Robot Get Results Wizard is the main interface for downloading of results and recording those against individual clients.
The process is a bulk process and typically results will be downloaded in batches. VETtrak will automatically track when results were last checked and by default will only check for assessment completed after the Modified date:
That Modified date can be over-ridden to check for past assessments should there be any earlier unrecorded assessments.
Typically, all you will need to do is click on Get results to initiate the downloading of results. Which will update the Results grid:
The Results grid will be updated with assessment results from the LLN Robot system.
Items with a Green Status Ok are ready for import and assigning against the client record.
Items with Red Error status cannot be imported for some reason, click on the Error box for more information:
Typically these will be ignored and no actiob will be possible. Such a scenario might arise if a student has been created from the LLN Robot UI instead of being pushed from VETtrak.
Note previously downloaded assessments will be shown as Done and non actionable.
Click on Save results to save these assessment. Cancelling the screen will bypass the recording of results and updating of the last Modified date so results will be downloaded in the next Get results action.
Any saved Assessments will now be viewable from the Client Manager.
Editing an LLN assessment
From the Client Manager, navigate to the client record, expand the Learning, literacy and numeracy assessments node, expand the LLN Robot node to reveal any completed assessments and right click on the required assessment and choose Edit assessment:
The view Assessment screen will be displayed:
This screen provides a summary of the Assessment detailing Assessment Name, Skills assessed, date and time of completion, sitting ids and details about the Assessment results.
A Status, LLN Staff for Client and Follow up comment can also be recorded against each assessment. The Status and Assigned Staff can be automatically assigned as the Result is downloaded from LLN Robot, based on the options setup in the LLN Integration configuration.
View LLN Assessment Report A report can also be accessed from the Assessment. This is a built in report that includes the information available on the Edit Assessment screen.