Frequently Asked Questions: Setup

Yes.  ADVISOR can import data from Excel, xml and csv (delimited file format). In other words, ADVISOR can import data from any system that can save or export data in Excel, xml, or csv file format. When exporting the data, please ensure that it is setup in a format that can be easily imported in ADVISOR. If addition, web services can be setup to directly exchange data between ADVISOR and other systems. ADVISOR web services can be custom built for each application.

When importing data into a dropdown field such as currency, you should specify the location of the option in the dropdown list, 1 for example, rather than the actual text, $, for example.

When importing numbers such as salaries or fringe benefits factor, only specify the number (such as 50000 or 30). In other words, the number should not be formatted (such a $50,000 or 30%). ADVISOR interprets formatted numbers are as strings.

All reports in ADVISOR Enterprise are generated in html file format. Moreover, users are provided with the option to export the data into Excel or Word. All data in ADVISOR Enterprise can also be exported to an xml file format

For security, user accounts are locked after several failed attempts to log into ADVISOR Enterprise within a short period, to prevent hackers from accessing ADVISOR. To unlock the account, three options are provided:

1. Copy and paste the URL saved in the “access.log” file (under Advisor/log directory) in the browser and hit Return. A message indicating that account has been unlocked will be displayed. Sample URL is presented below: http://localhost/Advisor/program.admin?action=unlock&unlockid=192.168.0.103&type=address&password=11520
2. If you setup automatic notifications to the system administrator, an account locked message will be forwarded to the system administrator when a user account is locked. To setup a notification, please refer to the ADVISOR Setup User Guide.
3. Stop and Restart the Web Server (Tomcat, for example).

• Click on User Accounts under ADVISOR Setup
• Click on the Name of the user
• Click on the Limits tab
• Edit the expiry date and click Save. In general, no date should be specified. In this case, users accounts will expire at the same time as the organization.

To minimize memory requirements, by default ADVISOR only displays 10 records per page. You may change the default setting as follows:

• Click on Preferences under Personalize
• Click on the Options tab
• Edit the Items per Page (default 10, maximum 99) and Items per Tab (default 100, maximum 999) and click Save.

If the numbers are higher than the default values, you can change back to the default values and click Save.

If the report is small, verify that the Browser is configured to always accept po-ups from the ADVISOR URL.  By default, Browsers block pop-ups.

If the report is large, the error will occur if the JVM Heap size is not setup correctly. To correct, ask the system administrator to increase the JVM.  To increase the JVM for Tomcat:

• Go to the bin directory under Tomcat
• Double click on Tomcat8w.exe file
• Click on the Java tab
• Set the Initial Memory Pool to 1028 (higher value may be needed for larger reports)
• Set the Maximum Memory Pool to 4096 (higher value may be needed for larger reports)
• Restart Tomcat service

By default, only 10 items are displayed on each page (screen) at a time. To view the next 10 items, click on page #2. Page numbers are presented on the top right or the bottom left sides of the screen.

To display more then 10 items per page (screen):

• Click on Preferences under Personalize
• Click on the Options tab
• Edit the Items per Page (default 10, maximum 99) and Items per Tab (default 100, maximum 999) and click Save.

This may be caused by two reasons:

1. The Template is not shared with all users. To validate and share Template with users:

• Click on Clients Setup under ADVISOR Setup.
• Click on the Client.
• Click on Templates or Resources.
• Click on a Category (Course Variables, Travel Costs, Development, Hardware, Instructors, etc.)
• Click on the desired Template under the Category.
• Click on Share with tab.
• Place a checkmark next to the user’s name and click Save.

2. The User is not assigned the privilege to view Templates. To validate and assign User Privileges:

• Click on Users Accounts under ADVISOR Setup 
• Click on the name of the user
• Click on Assign Privileges tab
• Place checkmarks next to appropriate privilege under Course Templates/Resources and click Save

This may be caused by three reasons:

1. Ensure that you are under the right screen under the course.

• Instructional Design Factors, Technical Capability and Transmission Costs templates are presented under Instructional Design Factors under Course Parameters.
• Instructional Requirements are presented under Requirements under media Analysis under Group Analysis.
• Administrative Costs, Course Variables, Development Costs, Facilities Costs, Hardware Costs, Instructors Costs, Management Costs, Maintenance/Material Costs, Support Costs and Trainee Travel Costs are presented under Import Cost Data under Cost Analysis under Group Analysis.

2. Ensure that the Template Status is set to Public. To validate and modify:

• Click on Clients Setup under ADVISOR Setup.
• Click on the Client.
• Click on Templates or Resources
• Click on a Category (Course Variables, Travel Costs, Development, Hardware, Instructors, etc.)
• Click on the desired Template under the Category.
• Change the Status to Public (can be viewed, used, or copied by all users) or Private (not visible) and click Save. Note, Public does not imply users can edit the Template.

3. Ensure that the Course is assigned to the same Client as the Templates. For example, if the Templates are created under xyz client, then the Course should also be assigned to the xyz client to view the Templates. To validate that the Course is assigned to the same Client as the Templates:

• Click on Programs under Training Design.
• Click on desired Program.
• Click on Course Analysis.
• Click on desired course title.
• Validate that course is assigned to the same client as the Templates under Client field. Change if necessary and click Save.

By default, only 10 items are displayed on each page (screen) at a time. To view the next 10 items, click on page #2. Page numbers are presented on the top right or the bottom left side of the screen.

To display more then 10 items per page (screen):

• Click on Preferences under Personalize
• Click on the Options tab
• Edit the Items per Page (default 10, maximum 99) and Items per Tab (default 100, maximum 999) and click Save.

Most likely due to Browser settings – i.e., the Browser is Blocking Pop-up Windows. Since Online Help is presented in a separate window, if the Browser is blocking pop-up windows, the Online Help will not be displayed. To resolve this issue, change the settings in your Browser to always allow pop-up windows from ADVISOR Enterprise URL.

Most likely due to Browser settings – i.e., the Browser is Blocking Pop-up Windows. Since the Reports are presented in a separate window/tab, if the Browser is blocking pop-up windows, the Reports will not be displayed. To resolve this issue, change the settings in your Browser to always allow pop-up windows from ADVISOR Enterprise URL

Reports for large projects with thousands of records require several minutes to generate.  If the report requires more than 30 minutes, the session may be timed out before the report is generated.  When dealing with reports for large projects, it is best to generate the report on the server.  Once the report is generated, an email will be sent to download the report.  To generate the report on the server.

• Click on Preferences under Personalize
• Click on the Options tab
• Place checkmark next to Generate Reports on Server field click Save.

Note: ADVISOR should be configured by system administrator to allow emails to be sent.

• Click on Clients Setup under ADVISOR Setup
• Click on the Client
• Click on Templates or Resources
• Click on a Category (Course Variables, Travel Costs, Development, Hardware, Instructors, etc.)
• Click on the Search tab
• Select the Client that you wish to copy the Templates from and click Save. Templates for selected client are presented. Note: Templates with Private Status are not included. 
• Place checkmarks next to desired Templates and click Save.

To minimize the risk of unintentionally data deletion, ADVISOR Enterprise does not delete a record when other items are linked to it.  In other words, to delete a Client, all data (i.e., templates, projects, courses, solutions, etc.) assigned to the Client should 1^st be assigned to another Client or deleted. Once this is done, the Client can be deleted. For example, you can click on the title of a project or a course to view the attributes, delete or reassign the project or course to another Client.

For Basic Data Collection Forms (refer to Instructions for Data Collection Worksheet).

1. When importing the Excel file, ensure that you are assigning the right column for each field.
2. If you are importing data from a specific column, data for all records should be provided. For example, you cannot import the standards and conditions for some tasks, but not others.
3. When adding or inserting rows in the spreadsheet, copy an existing row with the right format and insert or add using Inserting Copied Cells. If you simply insert a row, the cell formats are not applied to the new row.
4. Format for dropdown menus, text or numeric fields have been changed.
5. Format of Date field may have been changed to an unrecognized format.
6. User Log In must be a minimum of 6 characters.
7. Ensure that Learning Outcome and Classification for KSAs and Learning Objectives match.

For Detailed Data Collection Forms (refer to Instructions for Importing Project Task Analysis Excel File).

1. Columns may have been deleted. You can hide columns but should not delete.
2. New columns may have been inserted among existing columns. You can add columns to end of the spreadsheet but cannot change the order of existing columns.
3. Columns may have been moved. You cannot change the order of existing columns
4. Verify that you are importing the correct template under the ADVISOR Import function.
5. When adding or inserting rows in the spreadsheet, copy an existing row with the right format and insert or add using Inserting Copied Cells. If you simply insert a row, the cell formats are not applied to the new row.
6. Format for dropdown menus, text or numeric fields have been changed.
7. Format of Date field may have been changed to an unrecognized format.
8. Ensure that Learning Outcome and Classification for KSAs and Learning Objectives match.

To minimize the risk of unintentionally deletion of data, ADVISOR Enterprise does not delete a record when other items are linked to it.  In other words, to delete a User, all data (i.e., projects, courses, solutions, etc.) assigned to the User should 1^st be assigned to another User/Manager or deleted. Once this is done, the User Account can be deleted. For example, you can click on the title of a project or a course to view the attributes, delete or reassign the Course to another User/Manager. You also have the options to reassign all data (i.e., projects, courses, solutions, etc.) that belong to a User to the administrator in one click.

No, there is no limit to the number of Project Accounts that can be created.

User accounts are limited by the number of ADVISOR licenses purchased.  If you have reached the number of User licenses, then you will be unable to create additional Users.

Project Accounts have limited functionality. Users can only manage their skills, attributes, activities, and time spent on project. User Accounts on the other hand, can perform any function assigned to them through privileges – up to administrator.  Both types of users can update the time conducted on various projects, and % completed.

Yes, ADVISOR automatically keeps track of changes made to each record including who made the change, when the change was made and what changes were made.  To view a history of changes, click on the history icon.  If the history icon is not visible, then the history function could have been turned off by the system administrator.

Yes.  Click on the Filter icon when you see list of projects or courses, for example.  A list of projects, or courses for example is presented.  You can hide items manually by unchecking the projects or courses and clicking Save. You can also hide projects assigned to specific managers or clients by clicking on Options, removing the checkmark next the Manager(s) or Client(s) and clicking Save.

This is a network related problem.  Ask the system administrator to check that Tomcat, Oracle and the connection between ADVISOR and Orcale are functioning correctly.

There is no limit to the number of rows that can be imported.  To add more rows to an ADVISOR template, copy existing row(s) with the right format and add using Inserting Copied Cells.  If you simply insert a row, the cell formats are not applied to the new row.  You can also drag the “insert copied cell” across multiple rows to speed the process and not have to repeat for each individual subsequent line.

To change the number of Tasks you can view per page/screen, for example:

• Click on Preferences under Personalize
• Click on the Options tab
• Edit the Items per Page (default 10, maximum 99) and Items per Tab (default 100, maximum 999) and click Save.