Monitoring the progression of learners is paramount. Tracking individual and group achievements, journeys and programme completion rates allows admins to gain insights, refine courses, and personalise learning experiences.
This article focuses on exporting progression reports. Visit the help article for getting information on the data visualisations on this progression reporting page.
Creating a progression export
Step 1. Navigate to Reporting > Progression
Step 2. Then, click on "Create new"
Selecting content to export
Select the content type. On what level do you want to report: activities, journeys, or programmes?
Filter for specific data: the filters are dynamic depending on the type of export you selected.
1. User filters
Groups (e.g. Netherlands market and New employees)
Target within groups (e.g. Managers within the Sales team)
Contract start date from (e.g. Employees who started from January 2022)
Contract start date to (e.g. Employees who started until February 2022)
Active users checkbox (excludes pending and suspended users)
2. Content Filters
Individual activities (e.g. specific activities) - only available on the activity level
Journeys (all the activities in the specified journeys) - only available on the activity and journey levels
Programmes (all the activities in the specified programmes)
Core and optional content (mandatory content versus elective content)
Completion date (e.g. Activities completed in Q2 2023. Please note that this field filters for completed content only)
Include user progress who no longer have access checkbox (historical data ignoring the access to certain content).
Include sections checkbox (progress on all the individual sections of the selected journey) - only available on the journey level
3. Template for export
Detailed progress per user: This template provides detailed insights into each learner's progression, as well as specifications regarding the users, and groups, activities included in the report, and duration (total training time)
Progress per user (default): This template provides detailed insights into each learner's progression. You'll get information on their activity/journey completion, allowing you to track individual performance effectively
Progress per group: This template offers a comprehensive view of group progress. It includes aggregated data on how different groups (e.g., departments, teams, or markets) are advancing through activities and journeys. This is ideal for comparing performance across various cohorts and identifying trends or areas needing attention.
None selected: This option will give you only the raw data.
Good to know 👀
You can save a report for later in order to save time and not have to filter on users/groups and content again!
4. Retrieve your export
Navigate to the 'Export' page (xxx.platform.co.nl/control/#/insights/exports), where your freshly minted export awaits download. Refresh the page if the export is not yet ready.
The export package will include three, four or five data sheets depending on your selection:
Progress per User (interpreted progress data)
Users (raw data)
Activities or Journeys (raw data)
Progress (raw data)
Important 🔥
While we present the data in a certain way, you can also use the data in the raw format. This format might be dense but also very powerful when
you create templates to convert this data in a more digestible way.
Why raw data? 🤔
We understand that at first glance, raw data can appear a bit daunting, especially if you're not accustomed to dealing with spreadsheets.
Here's why:
✂️ Flexibility for every need: Imagine you buy a tailored suit. It fits you perfectly, but it might not fit someone else. By providing raw data, we're giving you the fabric and the tools. This way, you (or anyone assisting you) can tailor it to fit exactly what you need, every time.
🚀 Future-proofing: Businesses evolve. With raw data, you can adjust your approach as your requirements change, without waiting on us.
🎨 Personalised templates: While we give you a starting template, raw data lets you craft your own reports or even use other tools tailored to your taste.
In a nutshell, while raw data might seem a tad more work initially, it's a powerhouse in the long run.
Creating and personalising templates from raw data:
Templates are your instruments for translating raw data into a comprehensible and actionable format. To exploit the full potential of raw data, consider this guide:
1. 📄 Download the raw data:
Begin by following the initial steps mentioned to obtain the raw data export from your platform.
2. 🛠️ Create your own template:
Design a template that resonates with your objectives and simplifies the data analysis process.
3. 🔄 Update with fresh data:
Every time you have a new export, you don't need to start from scratch. Just copy the raw data sheets from your new export and paste them into your personalised template. This keeps your insights fresh without the need for repetitive adjustments.
4. 📊 Visualise and analyse:
With the updated data in your template, you'll see a structured display, making it easier to derive precise insights and analyse trends.
Remember! 🚧
Templates are tools to help make sense of data, but they're most powerful when tailored to fit your unique needs. The aim is to transform raw data into meaningful insights.
Tips for enhanced data handling
💡 Utilise text filters in Excel for group analysis
The direct filter options might seem limited when dealing with exports where all groups are listed in a single column. However, you can still leverage Excel's text filters to refine your data efficiently. For instance, using the "contains" text filter allows you to isolate and analyse data for users belonging to specific groups, enhancing your ability to draw insights from the raw data.
Custom sorting for deeper insights
Excel allows you to perform custom sorts beyond the basic alphabetical or numerical order. For example, you can sort data based on specific criteria such as progress status (e.g., Not Started, In Progress, Completed) or by custom group priorities. This can help you quickly identify trends or areas that require immediate attention.
Combining data from different sheets
When you’re working with information in different sheets, sometimes you need to bring data from one sheet into another to see everything together. This can sound tricky, but there’s a simple tool in Excel and Google Sheets called VLOOKUP that helps you do just this. Let’s break it down into easy steps, using an example where we want to see a person’s "Status" next to their name on a main list.
Step 1. Go to the main sheet: This is the sheet where you want to see the combined data. Let’s say it’s the "Progress per user" template.
Step 2. Click where you want the data: Find the column where you want the new data to appear. Suppose you want to see "Status" from #Users next to each person’s name. Click on the top empty cell in that column.
Step 3. Type in the magic formula: Here’s a simple formula you can use. Don’t worry; just follow the pattern:
=VLOOKUP(A2,'OtherSheet'!A:Z, 12, FALSE)
Click on the cell, type the formula above, and press Enter.
A2is where the first person’s ID or name is on your main sheet.'OtherSheet'!A:Ztells the computer to look at all the columns from A to Z in the other sheet where more data about the person is stored.12is the number of the column in that range where the "Status" info is found. You might need to change this number based on where the "Status" is in your other sheet.FALSEmeans you want an exact match.
In the example of adding the "Status" from #Users to the Progress per user template, the formula would be:
=VLOOKUP(A4, '#Users'!A:L, 12, FALSE)
Step 4. Drag down to fill: After typing the formula in the first cell, there’s a little square at the bottom right corner of the cell. Click on this square and drag it down to fill in the rest of the cells in the column. This copies the formula to other rows.