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R
-
KLEOS V3.0

Knowledge and Learning Organisation System

Users’ Manual

R
-
KLe OS

V3.0

Users’ Manual



Giasemi Vavoula


University of Birmingham

52 Pritchats Rd • B15 2TT • Birmingham, UK

Phone 0121 4142934 • Fax 0121 4144291




T
able of Contents
INTRODUCTION

1

PROJECT TIMELINES

3

E
PISODES INTERFACE

6

Episode Monitoring

6

Episode Review

9

BASIC CONCEP
T MAPPING TOOL

11

QUICK “HOW TO” INDEX

14


R
-
K L E O S


U S E R S ’ M A N U A L

1

Introduction

Find out what R
-
R
-
KLeOS is and get an overview of its
features

LeOS is an acronym that stands

for a Knowledge and Learning
Organisation System. It was designed as a cross
-
platform application,
written in Java, which can provide you with access to your learning
documents, activities, and notes.

The idea behind R
-
KLeOS is that learning is organised
into three levels of
granularity. At the lowest level, we perform learning activities. These are discrete
acts, such as reading a document, having a discussion, or making notes. At the
middle level, we experience learning episodes. These are temporally con
tinuous sets
of activities, usually related by topic. At the top level, we manage and organise
learning projects. These are thematically related sets of learning episodes. In the
process we use a variety of learning objects such as books, electronic docume
nts,
search engines, and discussions, and we construct personal, meaningful knowledge.

At the end of the process, we have acquired semantic knowledge, i.e. knowledge of
the concepts that we encountered and the relations between them. But at the same
time,

we also maintain episodic memories of the learning episodes, i.e. memories of
when and under what circumstances we learned about a topic, or we read a specific
document. R
-
KLeOS is designed to test how the representations of both our
semantic and episodic

memories aid the retrieval of knowledge.

Therefore, R
-
KLeOS provides a timeline representation of our episodic learning
memories, and a knowledge map based representation of our semantic memories.
It then allows for the retrieval of past knowledge from ei
ther representation. Past
knowledge can be retrieved either in the form of a previously made note or in its
primitive form, i.e. the original document.

R
-
KLeOS helps you manage your learning projects, monitors your learning
episodes and activities, and ma
nages your documents. You can make notes using
the Basic Concept Mapping Tool. You can have an overview of your learning
projects on a timeline, with zoom
-
in and zoom
-
out facilities. In its final version, R
-
KLeOS will be supporting learning activities rela
ting to reading new documents,
recording discussion transcripts, and performing web searches. In the current
version, only reading of documents is supported.

Section

1

K



2

This manual introduces the R
-
KLeOS interface and guides you on using the
system to record and retr
ieve learning episodes. The remainder of this manual
presents the timelines interface for the learning projects, the interface for
monitoring learning episodes, the Basic Concept Mapping Tool, and describes the
retrieval mechanisms. Finally, a quick “how
-
t
o” guide is provided.
























3

Project timelines

Find out what a learning project timeline is and how to
manipulate them

timeline is a common graphical representation of events. Time is depicted
on a line and events of a specific ty
pe are shown on the respective time
points. Usually the timeline can be traversed backwards and forwards,
going back and forward in time. Another common manipulation of a
timeline is zooming, which can change the detail of time that is shown. For
example,
one can have hourly, daily, monthly, yearly, etc. views.

In R
-
KLeOS, learning projects are repr
esented as lines in the project lines area,
parallel to a timeline (see fig. 1). The timeline itself extends indefinitely into the past
and future, whereas the project lines start and end at the moments specified by the
user. You may foresee the end date o
f a project and specify it when you create the
project line, however if a relevant learning episode takes place later than the
project’s end date, the project line will be extended accordingly to include it.


You can create a new project line in tw
o ways:

1.

By double
-
clicking on the project lines area, outside any
existing project line;

2.

By selecting “File


New Project” from the main menu.


In both cases, the New Project dialogue will appear, where you will be asked
to enter information about:



The p
roject’s start date (day, month, year, time, minutes)



The project’s end date (day, month, year, time, minutes)



The project’s importance: you can rate your projects as being of high, normal, or low
importance



The topic of the project: this is a general desc
ription that you are asked to supply to name
your project.

Section

2

A

I N T E R F A C E

A project’s importance is
shown by the width of its
line: 5pt line indicates low
importance, 8pt indicates
normal, and 11pt indicates
high importance.



HT 1



4



The area to which the project relates: you can declare your learning projects to relate to
work, leisure, or self
-
improvement, whereas the general area called “other” should be used
for a
ny other category.

You can view the previously defined details of a learning project by placing the mouse cursor over the
respective project line. A text frame will pop up under the timeline on the left, informing you of
which project it is, its start and end times,

and the objectives you set for it.


The timeline offers zooming facilities, as well as a facility for moving forwards and
backwards in time. Four different views are supported in the current version, and
the step of forward and backward move depends on t
he selected view:

1.

The daily view allows you to see on the screen a period of 24 hours at a
time. The moving step is of 8 hours, i.e. you can go forward or
backwards by 8 hours at a time.

2.

The weekly view allows you to see a period of 21 days, i.e. 3 weeks a
t a
time. The moving step is of 1 week (7 days).

3.

The monthly view allows you to see a period of 12 weeks at a time, i.e.
an average of 3 months. The moving step is of 4 weeks.

4.

The yearly view allows you to see a period of 12 months at a time. The
moving step is of 4 months.



You can move forward and backward in time by using the right and left
arrow buttons on the timeline respectively. You can zoom
-
in on a date
with a
left click on the date’s line, and you can zoom
-
out on a date with a right click
on the date’s line (see fig. 1).



In R
-
KLeOS the idea of zooming on a date translates to (a) changing the view to a
more or less detailed view, depending if you zoom
in or out, and (b) making the
date that you zoom on the current focus date. The focus date was introduced so
that you can easily keep track of your whereabouts in time and is distinctively
shown on the interface (see fig. 1).

Learning projects can last any
thing between a few days or even hours (for example,
learning how to write a CV) to several years (for example, completing a university
course). Sometimes complex learning projects that last for a long time can be
broken down into simpler projects. For exa
mple, within the learning project of
completing a university degree in computer science, a simpler project is to learn
procedural programming. However, in this version of R
-
KLeOS, such breakdown,
I N T E R F A C E

The area to which a
project relates is shown by
the colour of the project
line: red indicates
relevance to work, light
blue indicates relevance to
self
-
improvement, yellow
indicates relevance to
leisure, and green
indicates all other
cat
egories.

I N T E R F A C E

The focus date appears on
the one third of the
timeline and is shown i
n
red.



HT 2



5

or grouping, of projects is not possible, hence you will hav
e to start and maintain
learning projects at a level that you chose yourself in advance.

The vertical arrangement of the project lines codifies information about the order
of creating the project lines: the closer a project line lies to the timeline, the l
ess
recently it was created. This was necessary since learning projects may overlap in
time. In the current version of R
-
KLeOS only up to 10 projects may be created.
However, in future versions the project lines area will be scrollable and you will be
able

to monitor and keep as many projects as you need.



Figure 1: Project Timelines



6

Episodes interface

Find out how to monitor and review your learning episodes in R
-
KLeOS

learning episode is a sequence of learning activities that are performed i
n
a continuous time segment, all of which relate to the same learning
project. You can view a learning episode as an intermediate organisation
construct, used to group and identify a set of activities based on the
context in which they were carried out. Fo
r example, for a learning project of
taking a university course, one episode will be that of attending a lecture. The
lecture, and thus the episode, lasts for one hour, takes place at a specific location,
and includes a number of different, yet related, ac
tivities, like reading the lecture
slides, listening to the lecturer’s speech, taking notes, asking questions. At least one
learning episode takes place for each learning project. In fact, the duration of a
learning project is defined by the start time of
the first relevant episode and the end
time of the last episode. In R
-
KLeOS episodes are shown as blue marks at the
appropriate location on a project line, where the appropriate location is decided by
the episodes start and end times (see fig. 1).

Episode
Monitoring

R
-
KLeOS allows you to monitor your learning episodes as well as to carry them
out. Monitoring of learning episodes is done “on the background”, while you are
performing your learning activities. In the current version, only one type of activity
is supported, that of reading


more specifically, the reading of electronic
documents. Before you start reading your documents, you need to prepare the
system for your next episode.






Section

3

A



7



To prepare the system for your next episode:

1.

Click on the line of the project to which your current episode relates.

2.

The “Episode Context Input” dialogue will appear, where you
need to provide information about:

a.

The new episode’s topic: a description that will be meaningful to you later when
you try to recall the episode

b.

The new episode’s location: where the episode is t
aking place

c.

The people present

d.

The objects available

Once the “Episode Context Input” dialogue is closed, a new episode mark will appear on your
project line. Click on that mark to start the Episode Monitoring Interface, which is shown in fig.
2. You are
now ready to start reading your documents.



Fig. 2 shows the Episode Monitoring Interface. The buttons on the right stand for
the different activities you may perform: “R” stands for Reading, “W” for Writing,
“D” for Discussions, “S” for Search. In the c
urrent version, only “R” is supported.
The button “P” stands for Pause, and should be used whenever you want to


or
have to


pause your activity for any reason: time spent on interruptions has to be
captured by the system as it might provide you with use
ful retrieval cues later.



To start reading your documents (and indirectly instruct the system to start
monitoring your episode):

1.

Click on the episode mark that you have just created. This should
be easily identifiable as it starts on the current
time and has (by
default) duration of three hours. Note that this duration will be
updated to reflect the actual time that the episode has taken once
you have finished your activities. The Episode Monitoring window will open.

2.

Click on the button labelled “
R” (Reading). The Document Open Dialogue will appear.
The icons before each list entry indicate whether the item is a directory (
) or a document
(
,
). Document icons are blue if you have not opened that document before during
the present episode, or red

for documents that you have already read in this episode. Select
the document that you want to start reading and click on the “Ok” button.

3.

The document that you chose should appear in the Document Area, on the left. In the
current version, this is impleme
nted as a basic document browser, and you cannot


HT 3

I N T E R F A C E

Captured learning
episodes appear as blue
marks o
n the
corresponding project
line. The episode marks
have a standard width,
whereas their length
depends on the episode’s
actual duration.



HT 4



8

annotate or modify the documents. However, you may select and copy text if you want to
paste it into your notes.

On the right of the screen appears the Documents List. This is a list of all the documents you

have read during the present episode. Documents are presented in chronological order, and a
document will appear on the list as many times as it has been opened. The list is updated
automatically as you proceed with your learning and read different docume
nts.

To start reading another document, you need to press the “R” button again.

If you have to interrupt your reading for any reason, press the “P” (Pause) button. To continue
your reading, press the “R” button again and re
-
open the same document, or open
a new one.
The last document you were reading appears at the bottom of the document list.

Once you have finished your last activity, close the Episode Monitoring window. All the data
about your reading activities and the documents will be saved automatical
ly.


Below the Document Area there is a timeline. Above it, the current time is
represented a
s a dotted red line. As you complete your reading activities, these will
be represented by Activity Lines above the timeline. The activity lines that are
created are in one
-
to
-
one correspondence with the documents in the Documents
List.

While you are readi
ng a document, R
-
KLeOS enables you to make notes in the
form of a concept map using the Basic Concept Mapping Tools, which is
described in the next section.


To start the Basic Concept Mapping Tool interface, click on the “Concept
Map” button.




While making new notes for the presently read document you may edit or delete
notes that you made previously, while reading another document.

I N T E R F A C E

The colour of an activity
line indicates the type of
activity that it represents:



Red: reading



Cyan: writing



Grey: discuss



Orange: search



White: pause



HT 5



9


Figure 2: Episodes Interface

Episode Review

R
-
KLeOS allows you to review previously recorded episodes. As expl
ained before,
episodes are represented as blue marks on your project lines interface. Locating a
past episode is as easy as identifying the project line it belongs to, navigating to the
time interval when you remember the episode happened, and passing your

mouse
over the episodes of that period to see their specific details (including “topic”
description, people and objects, location, and exact start and end times).

Once you have located the episode that you want to review, simply click on its blue
mark. Th
e Episode Review window will open. This looks identical to the Episode
Monitoring window, except that the activity buttons are disabled.

At first, no document will be displayed in the Episode Review. However, the
Documents List will present the documents
that you read during that episode, and
the timeline will present the times that you spent reading each of them.







10


There are two ways available to start reviewing your activities:

1.

Click on one of the documents listed in the Documents List. This
will cause the relevant document to be displayed in the Document
Area, and the respective activity line to be highlighted on the
timeline.

2.

Click on the desired activity line on the timeline. This will cause the relevant document to
be displayed in the Docu
ment Area, and the respective document to be highlighted in the
Documents List.


While reviewing an activity


in this version this translates to reviewing the reading
of a document


you have access to your previously made notes.


To review your

notes:

Click on the “Concept Map” button.




While reviewing your notes you are allowed to make new notes, or edit past notes.

Reviewing an episode does not allow you, however, to perform more activities (i.e.
to read more documents). To do that, you wo
uld have to start a new episode. In
future versions of the software, reviewing an episode will be considered an activity
in itself and therefore will be possible to be done in parallel with reading new
documents or performing other activities.



HT 6



HT 7



11

Ba
sic Concept Mapping
Tool

A concept map is a network of nodes, which represent concepts, facts, or ideas,
and links between those nodes representing relations between those concepts,
facts, etc. The Basic Concept Mapping Tool that is implemented within R
-
KL
eOS
provides this kind of functionality as a method for making notes.

The idea is that as you perf
orm your learning activities and learn new concepts or
facts, you may want to make a note about them for future reference. To make a
note about a new concept you should create a new node in the map and add the
relevant text to it (see fig. 3). As you learn

more about a topic, relationships
between concepts and facts become apparent. You can represent those
relationships by creating links between your nodes. Those links can have labels,
which describe the kind of relationship, and will aid you in the future
to trace
related nodes that were perhaps created during different activities. Editing, deleting
and moving of nodes, editing of link labels, and deleting of links are also enabled.


Manipulating Nodes



To create a node:

Double
-
click on the concept m
ap at the location where you
want the node to be created. Click on the newly created node
to start editing its content. Copy, paste, and text selection are
enabled using standard windows editing shortcuts.



To edit a node:

Click on the node to start editing

its content



To select a node:

Control
-
click on the node to select it. A selected node appears highlighted in red
colour.



To delete a node:

First select the node and then press “Delete” while the node is in focus. A warning
message will appear if there are

links associated with that node.

Section

4

I N T E R F A C E

A blank link label
appears as a transparent
rectangle in the middle of
the link line. You can
click on the rectangle to
start typing the link label



HT 8



12



To move a node:

Drag it using the right mouse button (dragging within a node with the left mouse
button is reserved for selecting text within the node)

Manipulating Links



To create a link between two nodes:

Select the firs
t node (with control
-
click) and then select the second node. A link will
automatically be created between the two nodes. If a link already exists, you will get
a message to select a different destination node, as multiple linking between two nodes
is not s
upported in this version.



To delete a link between two nodes:

Control
-
click on the link to select it (the link will appear highlighted in red colour).
Click on the link label to put the link is in focus, the press “Delete”.



To edit a link label:

Click on t
he link label and edit its content.


In the current version the navigation mechanism implemented in the concept map
itself is basic: you can visually follow links to find related nodes, and you can scroll
the map until you find the node you are looking fo
r. Future versions will
implement text searches as well as a more sophisticated mechanism for following
links.





13


Figure 3: Basic Concept Mapping Tool



14

Quick “How To” Index

This section provides a fast
-
find index to sections of this manual that p
rovide
information on how to perform various tasks. The “How To” icons throughout
the text have been numbered and, for each task, the table provides the number of
the “How To” icon and the page where it appears.

Task: How To…

HT Number

Page

Create a new p
roject

HT1

3
-
4

Start a new episode

HT3

7

Start recording a new episode

HT4

7
-
8

Start the concept map

HT5

8

Start new activities

HT4

7
-
8

Navigate time

HT2

4

Review an activity

HT6

10

Create, edit and delete nodes in the concept map

HT8

11
-
12

Create,

edit and delete links in the concept map

HT8

11
-
12


Section

5