Setting Up CBE: Overview

This is an overview only. For more detailed information on each step of setting up CBE, please go to the sub-topics.

The CB(M)E module in Elentra is optional and is controlled through a database setting (setting: cbme_enabled).

If you are an existing user of CBME (i.e., a Canadian post-graduate program using Royal College curriculum), the migrations included in the software upgrade to ME 1.24 will create your curriculum framework for you and your existing information (e.g., CV responses, assessment plans) remain unchanged.

You will need to make some small changes to the tag set settings and complete some information for the tag sets in the Royal College Framework (Milestones). More information here.

Using Elentra with learners and faculty requires initial setup including the creation of curriculum layouts and periods, loading of user information, and creation of courses. These tasks are not CBE-specific and are covered elsewhere in our documentation.

Using Elentra specifically for CBE can be broken down into several tasks:

  • mapping your curriculum,

  • building forms to use in assessment,

  • building an assessment plan to facilitate tracking learner progress (optional),

  • setting up learners and faculty to access forms and complete tasks, and

  • reviewing and reporting on learner progress.

The following is a high-level overview. Please read the additional pages to learn more about prerequisites for each step.

Configure Curriculum

In most cases central administrative staff will create curriculum frameworks as needed for an organization. Following that, curriculum tags can be uploaded at the organization or course level, depending on the needs of an organization.

In additional to curriculum tags, Elentra also allows you to define contextual variable responses for courses/programs. Contextual variables are additional fields you can add to forms to collect information (e.g., patient age, learning environment, case complexity, etc.). Courses can optionally upload this information for use on CBE form templates.

If you plan to use the Elentra procedure form template, per course uploading of procedure attributes will also be necessary.

Whether you are operating in the context of Canadian post-graduate medicine or not, there remains a CBME auto-setup tool that must be configured for you to move forward with building your own curriculum structure. More information is in the Mapping Curriculum section.

Build Assessment Forms

Once the required curriculum tags sets are in place and populated, an institution can begin to use assessment features linked to CBE. A series of form templates can be completed at the course level to facilitate assessment of learners. The existing form templates are:

  1. Supervisor Form Template

  2. Procedure Form Template

  3. Smart Tag Form Template

  4. Field Note Form Template

Using form templates allows Elentra to rely on mapped curriculum to generate and publish multiple forms based on the parameters defined on each form template.

Additional assessment forms can also be used for CBE. These forms are more flexible and allow you to create your own items. These include:

  1. Rubric Forms

  2. Periodic Performance Assessment Forms

Define Assessment Criteria

Elentra's Assessment Plan Builder allows you to define minimum numbers of assessments learners must collect to demonstrate progress towards their competence. Per curriculum tag (e.g., EPA), administrators can define which tools a learner should collect assessments on, and within those tools, which criteria must be met to determine success (e.g., what global entrustment rating must be met, how many instances of a contextual variable are required, etc.)

Manage Faculty and Learners

Through the Course Contacts section of a Course Setup page, add faculty to the Competence Committee Members list to allow them to review learner performance and make decisions regarding learner progress for all learners in the course/program.

Through the Course Groups tab, build groups to link faculty members to a subset of learners. Faculty assigned as tutors in the course groups will be able to view the CBE program and learner dashboards for their associated learners.

Set up Learners as CBME-enabled. This can be done directly in the database with a developers help, or you can turn on a database setting (learner_levels_enabled) in order to allow course administrators to define CBE status per learner on the course enrolment tab.

Review and Report on Progress

Several views allow for the review of learner progress:

  • The learner dashboard

    • Review assessment tasks completed on the learner, with option to view individually or aggregated and in trends chart

    • Note learner progress through dashboard scales (e.g., In Progress, Complete)

    • Pin comments, items, and forms for quick review

  • The program dashboard

    • By default, with CBE enabled, faculty and administrative users will see a CBE program dashboard that displays the progress of multiple learners in a program under the My Learners tab. A course/program must have an assessment plan built to populate this page with data.

    • The program dashboard can be disabled by a developer on a course-by-course basis if needed.

  • Visual Summaries

    • These optional views offer another way to review data collected through CBE assessment tasks.

      • The Normative Assessment Dashboard shows the performance of all residents in a program relative to each other and their training phases and is meant to be only viewed by Competency Committee members.

      • The Resident Metrics Dashboard focuses on individual residents and is designed to be used by Residents and Competency Committee members.

      • The Faculty Development Dashboard allows program directors and coordinators to see a breakdown of all assessments completed in a program by a faculty member to inform faculty development.

If your oraganisation will only use CBE tools in one course of many that learners may be enrolled in, you will likely want a developer to disable CBE for the other courses. This will reduce the number of courses that display in the course picker on CBE screens. Developers will need to add entries per course for cbme_enabled to the course_settings table.

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