Training Management

Training Management Overview

The Training Management tab will only be visible to those environments that have the Training Records module.

The Training Records module enables the recording of all types of training including licenses and certifications. The training is referred to as a competency.

A list of competencies is created in the Competency section of Training Management. The Competency Document captures not only the training name but also information about the duration, test methods. An automatic renewal period can also be set for a competency.

Occupation Requirements is used to create a set of Mandatory and/or Desirable requirements based on an Occupation Role. The occupation requirements list can also be applied to Hierarchy types.

Occupation requirements for individuals are available to view in the User record for each person.

Create a Competency

1. Select Administration Menu.
2. Select the Training Management Tab.
3. On the Competency tab select New Competency.
4. Select ignore hierarchy access. The options is deselected If the competency is applied to certain hierarchy specifics. Complete the hierarchy values which are relevant to the competency. The ignore hierarchy access checkbox can be left selected if there are no hierarchy restrictions.
5. Enter the Competency Name.
6. Enter the Provided By.
7. Select the Training Time from the drop-down list.
8. Enter the Cost as applicable.
9. Select the Test Method from the drop-down list.
10. Enter the Proficiency as applicable.
11. Enter the Course Code as applicable.
12. Select the Renew Interval. Note that there are other configuration requirements to enable this feature. The steps to complete Renew Interval period are covered in a separate section.
13. Select Create.

Updating a Competency

1. Double click the competency that requires updating
2. Edit the record as applicable.
3. Select Save.

Archiving a Competency

1. Select the competency that is to be Archived.
2. Select Archive Competency from the menu.

Searching

The list of competencies can be lengthy. Use the filters in the main menu to filter the Competencies list. Filters can be applied to the Competency Name, Provided By, Training Time and Archived status.

1. Select the Competency Name header and enter the competency to view.
2. Alternatively use any of the other column headers to filter.

Occupation Requirements

The Occupation Requirement list is used to set the Mandatory and/or Desirable competency requirements for an Occupation or applied to All Occupations. The Occupation Requirements can also be set based upon a Hierarchy level.

1. Select the Administration Menu.
2. Select the Training Management Tab.
3. Select Occupational Requirement.
4. Select New Occupational Requirement.
5. Select the Occupation to apply the requirement to from the drop-down list.
6. Select the Hierarchy values the Occupation is required for as applicable. a. Select a Hierarchy Type e.g. Site. b. Select Site(s) from the list using the Control key for multiple values. c. Use the > to move the selected Sites to the required list.
7. Select from the list the competencies that are Mandatory for the Occupation. Multiple competencies can be selected using the Ctrl key.
8. Select from the list the competencies that are Desirable for the Occupation. Multiple competencies can be selected using the Ctrl key.
9. Select Create.

Updating an Occupation Requirement

1. Double click the Occupation Requirement that requires updating.
2. Edit the record as applicable.
3. Select Save.

Archiving an Occupation Requirement

1. Select the Occupation Requirement that is to be Archived.
2. Select Archive Occupational Requirement from the menu.

Searching

The list of Occupation Requirements can be lengthy. Use the filters in the main menu to filter the Occupation Requirements list. Filters can be applied to the Occupation, Hierarchies, Mandatory and Archived status.

3. Select the Occupation header and enter the Occupation to view requirements for the Occupation.
4. Alternatively use any of the other column headers to filter.

Renew Interval for a Competency

A renew period can be set for a competency. If a renew period is set for a competency when a training record is recorded against that competency and a completion date set, it will automatically enter the required schedule renewal date. This is based on the renew period set for the competency and the date of completion of the competency.

For a competency with a renew period of 1 year. If a training record is recorded for that competency with a completion date of 24/03/2020 then the scheduled/renewal field will automatically default to 24/03/2021.

Create a renew interval for a Competency

1. Select the Competency to apply the Renew Interval to,
2. Select the Renew Interval period from the drop-down list.
3. Select Save.
4. Select Form/Workflow Definition tab from the main Administration menu.
5. Open the Training Records from the module list by double clicking.
6. Select Edit on the Scheduled/Renewal Date field.
7. In the Default Value select Another DATEFIELD + Competency renew interval.
8. In the Depends on drop-down list select Completion Date.
9. In the Depends on Competency drop-down list select Competency.
10. Select Ok.
11. Select Save to update the changes to the form.

Viewing Occupation Requirements For An Employee

1. Select the User tab in the Administration menu.
2. Double click the employee record that you want to view the Occupation Requirements for.
3. Select Training Management at the top of the window.
4. The Mandatory and Desirable Occupation Requirements for the employees Occupation will be displayed to view,