3360 Geary Blvd. San Francisco, CA 94118 training.ucsfmedicalcenter.org

Learning Services

Best Practices: Using PowerPoint to Develop eLearning for the UC Learning Center

Prepared for Nursing Education Department by Maxine (Max) Ferman, M.Ed. Learning Services eLearning Developer | Programmer Analyst III

Objectives

• Understand the Learning Management System (LMS). • Understand Instructional Design methodology. • Apply key concepts in writing and preparing content

for eCourses. • Apply techniques to create an Outline in Word using

styles. • Create PowerPoint slides from a Word outline. • Apply the UCSF Medical Center Nursing theme

(Nursing2013.thmx) • Understand the Captivate Development Process.

Course Description

• Provide Subject Matter Experts (SME’s) with a suggested eCourse content development process to produce effective eLearning, in partnership with UCSF Learning Services.

Sections

1. Learning Management System (LMS) 2. Instructional Design 3. Microsoft Word 4. Microsoft PowerPoint 5. Adobe Captivate 6. Links and Resources

Download Files

• Please CLICK to download these files – Course Outline and Exercises

• tinyurl.com/cks34d7

– PowerPoint Theme (Nursing2013.thmx) • tinyurl.com/anjlzln

Key Terms

• SumTotal – UC Learning Center – Learning Management System

(LMS)

• Instructional Design – The art and science of creating "instructional

experiences which make the acquisition of knowledge and skill more efficient, effective, and appealing."

– Glossary of E-Learning Terms

• Cognitive learning – Includes creating mental representations of physical

objects and events, and other forms of information processing. (cont’d)

Key Terms (cont’d)

• Word Style Sheets – Preset font and layout settings to give a standardized

look to Word documents.

• PowerPoint Templates (.potx) – Pattern or blueprint of a slide or group of slides that

contain layouts, theme colors, theme fonts, theme effects, background styles, and even content.

• PowerPoint Themes (.thmx) – File that contains preset slide layouts with

coordinating colors, a matching background, fonts, styles and effects.

LEARNING MANAGEMENT SYSTEM (LMS)

Objective Understand the Learning Management System (LMS).

Topics

• What is SumTotal? • Browser Compatibility • Learning Services (LS) Templates

• HTML • Captivate

Section 1

What is SumTotal?

• Learning Management System (LMS) – Product Name: SumTotal – Managed by UCOP for entire UC System – Allows users to register for both ILT and eCourses – Tracks learning activities – Generates certificates upon completion – Reporting capabilities – Not mobile (at this time)

Known Compatibility Issues

• The following file types do not successfully “Complete” 100% in the LMS.

– Articulate with interactions freeze on a Mac – Captivate with animation and transitions

UC Learning Center Cross Browser Compatibility (March 2013)

Learning Services (LS) eCourse Templates • LS works with the Subject Matter Expert (SME)

– Recommends eCourse template based on content and production requirements:

• HTML Template – Provide Content to LS

• Captivate Template (Nursing) – PowerPoint converted to Captivate – Provide Content to LS

• Both Provide Full Features: – Audio/Video – Assessment – Scoring

REVIEW LEARNING MANAGEMENT SYSTEM (LMS)

Objective Understand the Learning Management System (LMS).

Topics

• What is SumTotal? • Browser Compatibility • Learning Services (LS) Templates

• HTML • Captivate

Section 1

INSTRUCTIONAL DESIGN Objectives Understand Instructional Design methodology. Apply key concepts in writing content for eCourses.

Topics

• Adapting Materials • Writing eLearning for the Screen • eCourse Model • Learning Objectives • Introduce Key Terms • Assessments

Section 2

Adapt Existing Materials

• For effective eLearning, it is necessary to adapt existing materials to an eLearning environment.

• A PowerPoint presentation developed for Instructor Led Training (ILT) sessions is not necessarily eLearning content.

– PowerPoint presentations are designed for speaker support.

• Do not include all the explanations and examples supplied by the presenter in ILT.

• Effective eLearning is more visual. • Provide support links and documentation.

– Learners can do independent research.

PowerPoint Compared to eLearning Screen

PowerPoint eLearning

See: Blooms Taxonomy Goes Digital Include Link(s) for additional information

Writing for the Screen

• Writing for a screen is different from writing for a printed page (Garrison 2003).

– eLearning should follow the basic writing principles with accuracy, clarity and conciseness.

– Writing for eLearning should also employ a more conversational, informal style than traditional prose.

– Write in second person. • Use the pronouns “you,” “your,” and “yours.”

(cont’d)

Writing for eLearning (cont’d)

• Write short bulleted Lists. – Most learner’s scan screens quickly to obtain

information. – Use two to seven word sentences.

• Recommendations: – Don’t use nonessential information or complex

sentences. – For complex information, provide additional website links

and/or create a PDF

To Help Insure Retention

• Include a Title and Review Slide for each section.

– Helps learners compartmentalize content.

• eLearning sections are broken up into 15-20 minute modules.

Chunk Information

• Chunk information into different sections. (Malamed 2009)

– Chunking refers to the strategy of breaking down information into bite-sized pieces.

• Allows the brain to more easily digest new information. • Our working memory holds seven (plus or minus two)

chunks of information at once, – It is now thought that the number is closer to four, maybe

five bits of information.

• Use (cont’d) to let user know there is more information in that topic.

• Chunking Information for Instructional Design

Slides

• Use bulleted text to appear on separate slides. – The number of slides does not matter.

• Screen count is driven more by dumping information. – Learners will not read slides that are cluttered with

information .

• Focus on how to create meaningful eLearning to make the time more productive for the learner.

• Here’s Why Slide Count is Irrelevant to Your E-Learning Course

eCourse Model

• Course Title • Course Description • Course Objectives • Key Terms • Section Objectives (corresponds with Course objectives)

– Topic 1 – Topic 2 – Topic 3 – Review (corresponds with Section objectives)

– Assessment - Scenario

• Links Resources – PDF and Websites

Writing Learning Objectives

• A learning objective is a statement describing a competency or performance capability to be acquired by the learner.

– Objectives should be specified for the course, and supported in each section or activity.

– The ABCDs of Writing Instructional Objectives

(cont’d)

Performance Based Objectives Category Description

Remember The learner is able to recognize or memorize information.

Understand The learner is able to reformulate a concept, grasp meaning, explain or restate ideas.

Apply The learner is able to use the information in a new way.

Analyze The learner is able to decompose and define relationships among components.

Evaluate The learner is able to justify a decision according to a criterion or standard.

Create The learner is able to realize a new product or approach. Adapted from : Anderson and Krathwohl, 2001

Blooms Taxonomy Goes Digital

Introduce Key Terms

• List Key Terms at beginning of eCourse • Glossary at end (optional) • Link or Bold Key Terms throughout • Do not underline terms

– Underline is reserved for hyperlinks only

Assessment

• Quizzes with scoring functionality are developed by LS using either a HTML, or Captivate Template.

• LS creates a Captivate Quiz for Nursing Education Dept. PowerPoint to Captivate conversions.

– The complexity of the Quiz or assessment may require more time for programming from Learning Services.

– Please provide the Answer Key to your assessments when submitting slides.

Quiz vs. Case Studies and Scenarios • Scenarios place learner in a real-life or

simulated situation – Requires learners to apply appropriate knowledge

and skills. – Scenario based questions tend to elevate the

learners experience • Provides learners with a means to create meaning for

deeper learning or understanding.

(See Examples Beginning on Next Slide)

#1 Example Quiz question

Which of the following is the most secure way to carry sensitive data?

A. On a laptop B. On a USB drive chained to your wrist C. Upload to the Cloud (i.e. Dropbox)

• Feedback for incorrect answer:

– Incorrect. Try again.

#2 Example Mini-scenario w/ correct/incorrect feedback

Bob wants to work on the salary data at home. He has a long commute on a train. How should he carry the data with him?

A. On his laptop B. On a USB drive chained to his wrist C. Upload to the Cloud (i.e. Dropbox)

• Feedback for incorrect answer:

– Incorrect. Try again.

#3 Example Mini-scenario “showing” feedback

Bob wants to work on the salary data at home. He has a long commute on a train. How should he carry the data with him?

A. On his laptop B. On a USB drive chained to his wrist C. Upload to the Cloud (i.e. Dropbox)

– Feedback for A:

• Bob falls asleep during the commute, and a thief steals his laptop and sells the data. Try again.

– Feedback for B: • Bob falls asleep during the commute. A thief sits next to him, plugs his USB drive

into his laptop while Bob is unconscious, and later sells the data. Try again.

– Feedback for C: • Bob falls asleep during the commute, and a thief steals all his belongings. The

thief breaks the CD into pieces in disgust and no one ever sees the data. This is the best choice.

Analysis

• #1 Quiz Question – Asks learners to regurgitate a fact with no context.

• #2 Mini-scenario w/ correct/incorrect feedback – Puts the facts into a realistic context but directly tells

the learner when they’ve made an incorrect choice.

• #3 Mini-scenario “showing” feedback – Includes context and lets learners conclude on their

own from the results that they’ve made an incorrect choice.

– The results also show why that choice wasn’t the best one

Images with Assessments

Images engage learners – Photographic images

associated with eLearning content enhance learners cognitive learning.

– Symbolism allows learners to visually remember and associate key information.

– Consider using images of actual employees in the scenario.

• Learners cognitively associate the scenario with that person.

Use Images with Scenarios (Example)

Bob wants to work on the salary data at home. He has a long commute on a train. How should he carry the data with him?

A. On his laptop B. On a USB drive chained

to his wrist C. Upload to the Cloud (i.e.

Dropbox)

Example: IT Major Incident Management Process eCourse

• HTML Template

Images of Employees

Detailed Feedback

Question

Choices

REVIEW INSTRUCTIONAL DESIGN Objectives Understand Instructional Design methodology.

Apply key concepts in writing content for eCourses.

Topics • Adapting Materials • Writing eLearning for the Screen • eCourse Model • Learning Objectives • Introduce Key Terms • Assessments

Section 2

MICROSOFT WORD Objectives Apply techniques to create an outline in MS Word

using styles.

Topics • Content Development Process (suggested)

• Word > PowerPoint > Captivate

• Write and Edit Content in Word • Create Outline in Word

• Apply Styles • Heading 1, 2, 3

• Insert Hyperlinks (option)

Section 3

Development Process: (Suggested)

Word > PowerPoint > Captivate Word • Write and Edit Outline, Course Description, Quiz Answer Key • Apply Heading 1, 2, 3 Styles • Edit, Revise, Links, PDF files and Finalize text

PowerPoint • Home > New Slide > Slides from Outline • Design > Theme Group > Browse For Themes > Nursing2013.thmx • Insert Images and Finalize ALL content

Captivate (Nursing & LS) • Convert PowerPoint to Captivate – MINOR REVISIONS • Add Navigation, Links • Create Quiz and Scoring

SumTotal (LS) • Create SCORM Package and Upload to SumTotal • Test and Approve (Nursing) • Launch eCourse

Word Works with PowerPoint

• Write and Edit all Content in Word

– Allows you to write and edit text in the correct tool

• Create and organize course content without distractions in PowerPoint

• Import outline into PowerPoint – PowerPoint is a Presentation

Tool. • PowerPoint is NOT a word

processor.

Word PowerPoint

Two ways to Create Outlines in Word

1. Heading Styles – PowerPoint automatically responds to Word

Outlines assigned Heading 1, 2 and 3 styles. • NOTE: This technique is also used to create a Table of

Content (TOC) in Word (F9) How to Create Word Outlines for PowerPoint

– Creating PowerPoint Outlines in Microsoft Word 2010

2. Outline View and Toolbar

Heading Styles

• Use Headings Styles to format your text. – Outlines in Word are based on Styles.

• For instance, if a line of text is formatted using the Heading 1 style then it is a Major heading.

• If a line of text is formatted using the Heading 2 style then it is a Minor heading and so on.

Heading Styles in Word • PowerPoint automatically responds to text assigned

Heading 1, 2 and 3 styles

Style Group

Styles Pane

Outline View in Word

• Use the Outline View and Outlining toolbar. – The Outline View provides you with an Outlining

toolbar. – The Outlining toolbar allows you change the order

of your outline. • It will also help to demote or promote items in your

outline.

Outline View in Word • Word provides users with an Outline View and Outlining toolbar.

Outline Toolbar

EXERCISE 1

Write and Edit Outline in Word

Course Outline and Exercises tinyurl.com/cks34d7

Exercise 1

• COPY and PASTE the “eCourse Model” outline on the next page to a separate Word file.

• SAVE AS “ex1Outline.docx” to your desktop. • Use the Styles Pane and/or Outline View to

assign styles as specified (heading 1, etc) • SAVE and CLOSE ex1Outline.docx when

complete.

Preparing Word Outline for PowerPoint • Include an Objective and Review slide for each

section. – Helps user transition from topic to topic.

• Don’t insert images in Word – Insert Photos in PowerPoint Image Placeholders.

Don’t underline text

• Underline is reserved for Hyperlinks only.

– If you want to emphasis text, bold, italicize (very minimally) or change color using theme colors

How to create a Hyperlink in Word

• RIGHT-CLICK a desired word or portion of the document and select Hyperlink.

• PASTE Hyperlink

REVIEW MICROSOFT WORD Objectives Apply techniques to create an outline in MS Word

using styles.

Topics • Content Development Process (suggested)

• Word > PowerPoint > Captivate

• Write and Edit Content in Word • Create Outline in Word

• Apply Styles • Heading 1, 2, 3

• Insert Hyperlinks (option)

Section 3

MICROSOFT POWERPOINT Objectives Create PowerPoint slides from a Word outline. Apply the UCSF Medical Center Nursing theme

(Nursing2013.thmx).

Topics • Import Word Outline into PowerPoint • Apply Theme (Nursing2013.thmx) • Edit text in Outline View • Use text placeholders vs. text boxes • Change Layouts • Clipart vs. Photos • Insert Images in Placeholders • Insert Hyperlinks and PDF files

Section 4

Import Word Outline into PowerPoint

• PowerPoint is designed to import content created from Word Outlines • Import Outlines in

PowerPoint 2010

Word PowerPoint

Create Slides from Word Outline

1. SELECT Home Tab 2. SELECT New Slide 3. SELECT

Slides from Outline 4. Navigate to your Word

outline

Themes (.thmx)

• A theme is a set of design elements, including backgrounds, colors, and fonts, that give your presentation a professionally designed feel.

– Consistency • Themes use preset styles and layouts to format your

document quickly and easily.

– Efficiency • Reduces redundant work in PowerPoint.

How to Apply Theme (.thmx)

1. SELECT Design Tab 2. SELECT Theme Group 3. CLICK Browse For

Themes 4. Locate file:

Nursing2013.thmx

EXERCISE 2

Course Outline and Exercises tinyurl.com/cks34d7

PowerPoint Theme (Nursing2013.thmx) tinyurl.com/anjlzln

Import Word Outline into PowerPoint

Slide Layouts

Change Slide Layout to support an image

– Change Slide Layout in PowerPoint 2010

Home Tab > Layout

Exercise 2: A. Import a Word Outline into PowerPoint

• Prep: Make sure your exOutline.docx is closed.

1. Create a New PowerPoint File 2. SAVE AS ex2Slides.pptx 3. SELECT Home Tab 4. SELECT New Slide 5. SELECT Slides from Outline

– Navigate to your Word Outline: exOutline.docx (cont’d)

Exercise 2: (cont’d)

B. How to Apply a PowerPoint Theme

1. SELECT Design Tab 2. SELECT Theme Group 3. CLICK Browse For Themes 4. Locate file: Nursing2013.thmx 5. Adjust Slides in Outline View

UCSF Theme Text Styles

• Bullet 1: Arial 22pt Bold – Bullet 2: Arial 20pt

• Bullet 3: Arial 18pt – Bullet 4: Arial 16pt Italic

> Bullet 5: Arial 14pt

• Recommendation – Don’t adjust font sizes

• Unless absolutely necessary

PowerPoint Outline Pane

• Outline tab shows the text of all slides in a list on the left of the PowerPoint screen.

– No graphics are shown in Outline view.

• Outline view is useful for editing purposes and can be exported out as a Word document to use as a summary handout.

Text Placeholders vs. Text Boxes

• Text placeholders are part of the Template, Slide Master and Slide Layouts.

– Changing Slide Layouts automatically adjusts Text Placeholders.

• Inserting Textboxes are not connected to the theme or template, and will need to be formatted manually.

Text Box

Links

• Websites – Include all Links (URLs) in Word or PowerPoint

Outline. • Underline is reserved for hyperlink formatting

• PDF – Create PDF files of content to accommodate learners

with different learning styles. • Provide final PDF files and clear instructions as to where you

want text linked. – All links need to be manually inserted by LS during the

HTML or Captivate production process.

Insert Hyperlinks in PowerPoint

1. COPY URL from browser 2. SELECT text in

PowerPoint 3. RIGHT CLICK 4. SELECT Hyperlink 5. PASTE URL 6. SELECT OK

Clipart vs. Photos in PowerPoint

• Try to avoid graphics or clip art that have no real function in complementing the information.

– Purely decorative graphics do not help learners understand the content.

– Extraneous pictures can interfere with the process of understanding presented materials.

• Jeopardizes the learning process.

– Photographs help create realistic context and suggest analogies to real-life situations.

Selecting Images

• Select clear and consistent photos

– Choose photos that are of similar style, size and quality throughout to ensure consistency.

– Be mindful of copyright and permissions.

Original Images

• All original images and photos must be cited appropriately.

– Image sources and permissions to reprint are documented and submitted with clearance information.

– Consider using images of staff and create a repository of images for future use.

– Staff photos add realism and familiarity to the material. – ALL UCSF Patients, Staff, Volunteers, Visitors must

sign Consent for Photography / Authorization for Publication.

– UCSF Photo and Media Consent Form Implementation Q & A

Use Image Placeholder • Built into Slide Layouts

Stock Photographs (clip art)

Chart

Image

Table

Multimedia

Excel

Insert Images in PowerPoint

• Change Slide Layout to support an image

• CLICK Clip Art icon in Placeholder

– Even thought it is called “Clip Art” you can change results to Photographs.

• Clip Art Pane – Results should be:

• Photographs

Known Compatibility Issues

• The following file types do not successfully “Complete” 100% in the LMS.

– Captivate with animation and transitions • Please do not add transitions or animations in PowerPoint.

REVIEW MICROSOFT POWERPOINT Objectives Create PowerPoint slides from a Word outline. Apply the UCSF Medical Center Nursing theme

(Nursing2013.thmx).

Topics • Import Word Outline into PowerPoint • Apply Theme (Nursing2013.thmx) • Edit text in Outline View • Use text placeholders vs. text boxes • Change Layouts • Clipart vs. Photos • Insert Images in Placeholders • Insert Hyperlinks and PDF files

Section 4

ADOBE CAPTIVATE Objectives Understand the Captivate Development Process.

Topics

• What is Adobe Captivate? • Captivate vs. Articulate • Screen Size • PowerPoint to Captivate Process • Alpha/Beta Testing in the LMS

Section 5

What is Adobe Captivate?

• Author interactive eLearning content. • Create product demos and application

simulations. • Import PowerPoint slides

– Add interactivity, multimedia and quizzes.

• Create necessary (SCORM) files to track learners completions and scores on the LMS

Captivate vs. Articulate • Articulate is not 100% compatible with the LMS

– Captivate animation is not 100% compatible with the LMS

Screen Size

• PowerPoint is calculated in inches

• Adobe Captivate in pixels. • LMS Standard:

– 800x600 or 960x720 (default) • To accommodate different devices

– NOTE: To Change Screen Size: • Design | Page Setup

PowerPoint (inches)

Captivate (pixels)

10 x 7.5 (Default) 960 x 720

6.67 x 5 640 x 480

8.33 x 6.25 800 x 600

PowerPoint to Captivate to LMS Process

Convert PowerPoint to Captivate

Navigation and Links

Create Quiz and Scoring

Package for LMS

Upload to LMS

Edit PowerPoint in Captivate

• Development time depends on the SME’s requirements and complexity of each eCourse

– Minimize development cycle by reducing revisions • SME edit all content in Word and PowerPoint first

• SME provides original PowerPoint slides to link and update in Captivate

• Navigation and Quizzes created by LS – Provide Answer Key to Assessments

Alpha/Beta Testing in LMS

• Alpha Testing – Tests a new eCourse before launch – eLearning Developers need to identify major

problems/bugs before launch. – This includes text edits differing from storyboard, and

functional/performance fixes.

• Beta Testing – Differs from Alpha Testing in the amount of testing

and clean-up that needs to be performed. • Changes should be minimal. • The eCourse should be ready for launch.

REVIEW ADOBE CAPTIVATE Objectives Understand the Captivate Development Process.

Topics

• What is Adobe Captivate? • Captivate vs. Articulate • Screen Size • PowerPoint to Captivate Process • Alpha/Beta Testing in the LMS

Section 5

LINKS AND RESOURCES Online Links and Resource Files

• Instructional Design • Word • PowerPoint • UCSF • Contacts

Section 6

Links and Resources

• Instructional Design / eLearning 1. The ABCDs of Writing Instructional Objectives 2. Blooms Taxonomy Goes Digital 3. CDC’s E-Learning Essentials 4. Chunking Information for Instructional Design 5. Effective Practice with e-Learning 6. E-Learning Methodologies: A guide for designing and

developing e-learning courses 7. Glossary of E-Learning Terms 8. Here’s Why Slide Count is Irrelevant to Your E-

Learning Course

(cont’d)

Links and Resources (cont’d)

• Word 1. Creating PowerPoint Outlines in Microsoft Word 2010

• PowerPoint

1. Import Outlines in PowerPoint 2010 2. Insert Picture in PowerPoint 2010 3. Change Slide Layout in PowerPoint 2010 4. Outline Pane Options PowerPoint 2010: Part I, II, III 5. Text Placeholders vs. Text Boxes in PowerPoint 2010

(cont’d)

Links and Resources (cont’d)

• UCSF 1. Consent for Photography / Authorization for

Publication 2. UCSF Photo and Media Consent Form

Implementation Q & A

• Downloads for this Course – Course Outline and Exercises

• tinyurl.com/cks34d7

– PowerPoint Theme (Nursing2013.thmx) • tinyurl.com/anjlzln

Learning Services Contacts

• Chuck Green – Manager eLearning Services – 415-514-6390 – Charles.Green@ucsfmedctr.org

• Maxine (Max) Ferman, M.Ed.

– eLearning Developer | Programmer Analyst III – 415-353-7353 – Maxine.Ferman@ucsfmedctr.org

training.ucsfmedicalcenter.org

3360 Geary Blvd. San Francisco, CA 94118 training.ucsfmedicalcenter.org

Learning Services

REVIEW

• Understand the Learning Management System (LMS). • Understand Instructional Design methodology. • Apply key concepts in writing and preparing content

for eCourses. • Apply techniques to create an Outline in Word using

styles. • Create PowerPoint slides from a Word outline. • Apply the UCSF Medical Center Nursing theme

(Nursing2013.thmx). • Understand the Captivate Development Process.

Questions

“Tell me and I forget, teach me and I may remember, involve me and I learn.”

― Benjamin Franklin